Administrative Assistant

First Methodist Church of Conover Position Title: Church Administrative Assistant Position Summary The Church Administrative Assistant provides administrative, operational, and clerical support to church leadership, staff, ministry teams, and congregation members. This position serves as a central point of communication and coordination for church operations while maintaining professionalism, confidentiality, and a welcoming environment for members, visitors, and community partners. The ideal candidate is organized, detail-oriented, service-focused, and able to manage multiple priorities in a fast-paced ministry environment while supporting the mission and ministry of First Methodist Church of Conover. Essential Duties and Responsibilities Administrative Support Provide day-to-day administrative support to pastors, ministry leaders, and church staff. Manage church office operations, including phones, email correspondence, mail distribution, and office supplies. Prepare, proofread, and distribute correspondence, reports, presentations, newsletters, bulletins, and ministry communications. Maintain church calendars, schedules, meeting rooms, and event coordination. Schedule appointments, meetings, baptisms, weddings, funerals, and ministry events. Organize and maintain electronic and physical filing systems. Communication and Member Support Serve as the first point of contact for church members, visitors, vendors, and community inquiries. Answer phones and greet guests in a friendly, professional, and welcoming manner. Assist with congregation communication through email, social media, website updates, and printed materials. Coordinate prayer requests, announcements, and church-wide communications. Maintain church membership records and directories with accuracy and confidentiality. Respond promptly to visitors and member inquiries. Send welcome letters to visitors and new attendees. Worship Service and Ministry Support Assist with preparation of weekly worship materials, including bulletins, presentations, announcements, and handouts. Distribute offering envelopes and assign contribution numbers. Maintain membership records, mailing lists, and directory updates, including college student records. Compile attendance records and prepare required statistical reports. Assist the Stewardship Chairperson with stewardship materials, mailings, and reports. Coordinate logistics for church events, ministry meetings, special services, and outreach activities. Support volunteer coordination and ministry scheduling, including communion servers and Advent wreath volunteers. Coordinate committee meeting reminders and ministry support communications. Make record entries related to deaths, memorials, and flower chart scheduling. Financial and Recordkeeping Support Inputs data for church and preschool staff payroll into ADP or current payroll service. Purchase and distribute gift cards or other financial assistance to those in need who request assistance; maintain records of who receives this assistance. Count, record, and deposit offerings and receipts with the assistance of a designated church member. Maintain contribution records and prepare semi-annual and annual giving statements. Assist with bookkeeping functions, invoice processing, expense tracking, and purchase requests. Write and mail checks for approved church expenses within authorized limits. Maintain records of memorial gifts and restricted funds. Assist the Treasurer with W-2 and 1099 distribution. Maintain confidentiality regarding member contributions and church financial records. Coordinate vendor communication and service agreements as needed. Technology and Office Management Maintain office equipment and coordinate repairs or maintenance. Manage church database systems and digital records. Assist staff with technology-related administrative tasks. Create and post church announcements and informational materials throughout church facilities. Order Sunday School curriculum and ministry supply as needed. Assist with social media communication and website content updates. Monitor office and ministry supply inventory and place orders as necessary. Meeting and Event Coordination Prepare meeting agendas, supporting documents, and minutes for leadership meetings. Coordinate hospitality arrangements for meetings and special events. Assist with planning conferences, retreats, outreach programs, and church-wide events. Ensure church facilities are properly prepared for scheduled activities and events. Qualifications Education and Experience High school diploma or GED required, associate or bachelor s degree preferred. Previous administrative, office management, customer service, or church administration experience preferred. Experience working in a church, nonprofit, or ministry environment is strongly preferred. Experience with ADP Payroll systems preferred. Experience with Planning Center software preferred. Experience with QuickBooks preferred. Experience with Canva or other graphic design platforms preferred. Strong Microsoft Office skills, particularly in Word, Excel, Outlook, and PowerPoint. Knowledge, Skills, and Abilities Strong organizational and multitasking skills. Excellent verbal and written communication abilities. High level of professionalism, discretion, and confidentiality. Strong attention to detail and accuracy. Ability to work independently and collaboratively with staff and volunteers. Ability to prioritize responsibilities and meet deadlines. Friendly, servant-hearted, and team-oriented attitude. Ability to adapt to changing ministry needs and schedules. Physical Requirements Ability to sit, stand, walk, and use office equipment for extended periods. Ability to occasionally lift up to 25 pounds. Ability to attend occasional evening or weekend church events as required. Work Environment Primarily works in a church office environment. Frequent interaction with church staff, volunteers, members, and community visitors. Flexible schedules may occasionally be required to support ministry events and worship services. Preferred Characteristics Demonstrates integrity, professionalism, and strong interpersonal skills. It s not required to attend services at First Methodist, but an effort to learn active members names is essential. Supports the mission, values, and ministry objectives of First Methodist Church Conover. Maintains strict confidentiality regarding sensitive church and member information. Displays a positive attitude and commitment to servant leadership and ministry support. Reporting Structure Reports To: Senior Pastor, First Methodist Church of Conover Work Schedule Monday - Thursday: 8:30 AM - 5:00 PM Friday: 8:30 AM - 12:00 PM