****** JOB OPENING ******* ADMINISTRATIVE MINISTRY COORDINATOR Job Description

ADMINISTRATIVE MINISTRY COORDINATOR

Full-Time Position

30-40 hours per week

Job Description

Position Overview:

Administrative Assistant/Ministry Coordinator position consists of the performance of delegated administrative details by the pastoral staff within several ministry areas of Alert Evangelical Covenant Church.
Work involves the responsibility of providing administrative services and organization for the purpose of alleviating pastoral staff of managerial details.
Assist in promoting a cohesive line of communication between the pastoral staff, leadership of the church & the congregation in coordinating volunteer duties, while facilitating a clear pathway for those volunteers to get involved in areas of ministry that they may be interested in.
Exemplifies regular attendance for Sunday services at Alert Covenant Church
Be a person of genuine Christian character who understands the role as a ministry in line with the mission & vision of the church.
Present a positive “first face” of the church consistent with the love of Christ.
Have the ability to interact with parishioners, guests, committees & staff in an enthusiastic manner that is helpful, courteous, pleasant & professional.
Ensure the office runs smoothly; develop & recommend improved office procedures & systems.
Be able to independently & proactively complete tasks & communicate to others.
Understand confidences & use discretion in discussions of sensitive matters.
Ministry areas of coordination include:

Required Knowledge, Ability & Skills:

Proficiency with a variety of software programs including Google (Docs, sheets, forms, etc.) Microsoft Office – including Word, Excel, PowerPoint & ability to work with graphics.
Willingness to maintain effective working relationships with the pastors & the congregation.
Detail-oriented mindset & strong organizational skills.
Self-starter who can work independently while still displaying flexibility, good judgement & the ability to set priorities.

Primary Accountabilities:

Manage communications on behalf of church in a respectful manner – including email, social media, phone, walk-ins, mail, etc.

Prepare & maintain mailing lists & church roster.
Assist other staff & ministry chairs with clerical & administrative support.
Photocopy documents & assemble as needed.
Manage church calendar (paper & electronic) & event scheduling with various groups.
Maintain electronic & print membership records & prepare certificates for life events.
Order & maintain office supplies & office equipment.
Prepare new members information packets.
Inform the Pastors & related members about illnesses & hospitalizations.
Collaborate with the church staff, members & committees & attend all staff meetings.
Update the main bulletin board.

Weekly:
- Prepare, proof & print worship bulletins
  - Place one bulletin at each of the following locations: the piano, the organ & the pulpit. The rest may be placed at the Welcome Center.
  - Email the bulletin as an attachment to the following people each week: Kara Bergsten, LuAnn Lund, Deb Huyett.
- Email reminders to those who are serving as Greeters, Nursery, Scripture Reader, Candle Lighter, Children’s Church.
- Email a submission to The Riley Countian by 10:00 a.m. on Friday including announcements. (The Lead Pastor will provide a sermon synopsis to include & specify what information should be submitted.)
- Upload sermons to the church website.
- Check humidifier in the baby grand piano and add water as needed.
Monthly:
- Assist the board secretary with running copies of board & congregational meeting minutes & distributing them in mailboxes.
- Work with the pastoral staff in writing a calendar of events to be placed in the church mailboxes, as well as on the church website.

Annually:
- Assist the pastor in asking newer attendees to be included on the above-mentioned lists.
- Update the church directory
- Fill out & submit annual reports to the denomination.

Occasionally
- Prepare slides for the worship services, including lyrics of songs & announcements.
- Run copies of submissions given by the pastors and place them in the church mailboxes.
- Assist the pastoral staff with correspondence.
- Order and maintain office supplies & office equipment.

Prayer

Compile weekly prayer requests from the Worship service (Or via email/other communication) and email to the prayer team.
Determine which prayer requests are to be emailed to the whole church and which ones are just for the prayer team.
Follow up on prayer requests to keep the prayer team updated as needed.
Prepare the prayer guide every six weeks.

Children’s Ministry

Print curriculum quarterly for Children’s Church and Sunday School from Pre-K through 6^th grade
Keep stock of and purchase Worship Bag supplies
Monthly check of Sunday School classrooms for supplies needed (snacks, paper, tape, crayons, glue, etc)
Nursery supplies
Keep the CE supply closet organized
Serve as point person for all camp registrations/communications

Youth Ministry

Hospitality

Send out reminder emails to the teams of people who signed up for specific events
Maintain the hospitality master list and update it as need be
Check supplies needed before each event and order if needed (plates, silverware, etc.)
Registrar for Equipping Conferences (Potentially in the future)
Concierge (Potentially booking overnight lodging for guests)

Communication

Reporting Relationship: