Office Assistant

2 months ago

Edmonton, Canada Trinity Lutheran Church Full time

**JOB RESPONSIBILITIES FOR THE OFFICE MANAGER**

Please note this position can either be a employee position at $24/hour with some benefits or can be a contract position for a hirer wage and no benefits.

**Position Summary**:
The Part-time Office Assistant is responsible for initial contact with people by telephone or in person; as the first line of contact for members, visitors and guests calling or visiting the office and as Trinity’s primary contact for facility renters a consistent, welcoming and helpful approach to all contacts is essential.

The Part-time Office Assistant is responsible to provide clerical and administrative support to all church activities; including preparation of worship bulletins and worship support materials; maintaining church records and registries and general administration of the church office.

This part-time position (16 hour per week) includes vacation and benefits as per the recommended vacation and benefits defined by the Evangelical Lutheran Church In Canada (ELCIC) for non-rostered employees. Trinity Lutheran Church will contribute 50% of the cost of medical/dental insurance. Salary will be as approved annually by the congregation at the annual general meeting.

**Responsible To**:The primary pastor at Trinity

**Skills Set**:

- Strong interpersonal and communication skills
- Ability to work with a variety of people, including members of the congregation and members of the unhoused community
- Professional demeanor - positive, confident, competent and punctual
- Flexibility in work style and approach
- Organizational, administrative and time management skills
- Ability to organize and complete work in a timely manner in an environment of changing and or competing priorities
- Ability to work independently
- Computer skills and familiarity with Word, Excel, web browsers, and Outlook as well as having a desire to learn other software as required
- Participation in individual’s faith community
- Supportive of the Mission of the ELCIC

**Primary Functions**:

- Receptionist responsibilities
- Administrative responsibilities
- Computer responsibilities
- Record keeping responsibilities

**Receptionist responsibilities**:

- answer phone in a courteous manner
- assist callers and members/visitors when knowledge permits
- relay accurate messages to staff when they are unable to take calls
- host visitors to office - alert staff of awaiting guest(s) and of people asking for time to speak to specific staff members
- service community visitors needing assistance as directed
- screen visitors and provide building access during regular hours of work

**Administrative responsibilities**:

- **Office**_:

- manage correspondence
- maintain the paper and on-line master calendar for office and staff
- organize and maintain paper and electronic files of church documents
- standardize and document office administrative processes
- support the work to schedule and co-ordinate Sunday worship assistants
- order supplies for the office/congregation as directed by other contractors and/or Committee Chairpersons
- provide clerical and organizational support for church events and programs as directed
- coordinate repairs of office equipment
- collect and archive worship bulletins, monthly newsletters and council and committee minutes
- collect material for newsletter and file on church drive
- photocopy and distribute pastoral reports, committee minutes and monthly financial reports as required
- register and maintain records for congregational members attending conventions, youth gatherings and other synod and national events
- **Church Membership**:_
- maintain membership information database with current names, contact information, significant dates and membership status when advised of required changes
- maintain church registries: baptism, marriage, and deaths as instructed
- maintain Cemetery files as required
- maintain confidentiality in all aspects of dealing with the Church records
- **Worship**:_
- prepare Baptism, Confirmation, Wedding and Funeral certificates and related worship resources as needed
- ensure and report proper copyright information for bulletins, projection and livestream usage
- on request of Altar Guild or Worship Support Team, order worship supplies as necessary
- distribute and archive recordings and bulletins of worship services
- prepare items needed for special services such as baptisms, weddings and funerals
- **Computer responsibilities**:_
- Maintain website
- ensure information on home page, news/notes pages and other relevant pages is current & updated at least weekly
- identify other areas needing attention to Communication Committee
- **Facilities**:_
- maintain calendar of all church events, bookings and other church use
- schedule all rentals of Trinity Lutheran Church building spaces
- provide information and facility tours for potential renters as necessary
- work with clients to complete rental requests/contracts and collect deposits, confir

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