Administrative Assistant

4 weeks ago

Mississauga, Canada Streetsville United Church Full time

**Purpose of the job**

To support the Minister in his/her administrative role within Streetsville United Church and to assist Church Committees in their administrative functions at Streetsville United.

This is an in-person part time position, 16hrs/wk, Tuesday to Friday mornings. Start date March 1, 2025, possibly earlier. Salary is commensurate with skill set appropriate to the position along with Group Benefits through the United Church of Canada (UCC).

**Main Responsibilities**

**Office Operations**

Maintain an efficient and smooth office operation by:
Forward requests to the Minister or Committee Chair as appropriate;
Prepare and effectively manage all correspondence being mindful of confidentiality;
Routing in-coming mail as appropriate;
Organizing and maintaining office files;
Maintaining church membership contact info in a database;
Maintaining church membership rolls;
Recording marriages, baptisms and funerals;
Preparing baptismal and confirmation certificates and marriage licenses;
Sending membership transfers when requested;
Preparing and sending letters of thanks to those who make in memoriam donations;
Wedding and Funeral assistance as detailed in the established process guidelines;
Preparing special events flyers, tickets etc., upon request;
Purchasing office supplies;
Completing Annual Tasks including:
Coordinating and compiling the Streetsville United Church Annual Report

Report as directed by the Finance Committee, annual statistics on ChurchHub.

**Preparation for Worship**

Prepare and print weekly Order of Service in consultation with the Minister;
Prepare on-line access to the weekly service through YouTube and post to SUC website;
Prepare slides highlighting the service to USB memory sticks for presentations on TV’s;
Support the Minister in preparing weekly podcasts.

**Finance Committee Support**

Distribute invoices to the appropriate Committee Chairs for authorization;
Prepare cheques and notify Finance Committee’s authorized signer;
Mail general correspondence including cheques and invoices, file paid invoices;
Record weekly offerings in ChurchWatch platform;
Assist the Finance Committee in preparing the monthly bank deposit;
Produce givings statements and prepare for mailing when directed;
Print and prepare for mailing, annual tax receipts.

**Support for Other Committees**

Rentals - In co-ordination with Property Committee Rental Co-ordinator, maintain calendar of renters and events, prepare and send invoices where needed;
If requested by the Rental Co-ordinator, show potential renters rental spaces;
Arrange as necessary, appointments for building maintenance and service calls;
Provide clerical support to Church Council Committees on an ad hoc basis;
Preparation of quarterly Tidings Newsletter.

**Other assigned or required tasks as they arise.**

**Key Parameters**

A part-time position, with working hours currently set at 16 hours per week;
Normal Days of work - Tuesday through Friday mornings;
Salary commensurate to skill set required for the position;
Group Benefits through the United Church of Canada.

**Interfaces mainly with**:
The Minister;
The Finance and Property Committees and Standing Committee Chairs;
Members of the Congregation;
Renters;
Members of the Community at large.

**Required Profile**

**Functional Requirements **(Education, experience, technical skills)

Previous Administrative Assistant experience would be an asset;
Requires strong verbal and written communication skills in English;
Understanding of business practises and solid basic math skills;
Familiarity with performing PC backup function and completing system upgrades;
Familiarity with Rogers Unison phone system would be an asset;
Prior familiarity with a Church management software (eg. ChurchWatch or similar) would be an asset;
Knowledge and skill for church website maintenance would be an asset;
Knowledge and skills in working with electronic devices for communications (external sign, video display screens) would be an asset.

**Personal Skills**

Excellent interpersonal and communications skills, supporting interaction and collaboration with church minister, church leadership, congregants, volunteers and renters;
Ability to work autonomously, demonstrate sound judgement, and effective problem-solving skills;
Good organizational skills, detail-oriented, and the ability to prioritize work in a busy environment;
Able to take initiative in planning.

**To Apply**

Only resumes with the qualifications we seek will be responded to.

**Job Type**: Part-time

Pay: $22.00-$28.00 per hour

Expected hours: 16 per week

**Benefits**:

- Casual dress
- Company pension
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off

Flexible language requirement:

- French not required

Work Location: In person

Expected start date: 2025-03-01

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