Administrative Assistant Job Description
Position: Church and School Administrative Assistant
Salary Range: $21-$24/hr
Current Hours: Part-time 24 hours/week; 8-hour days, Tuesday, Thursday, Friday; 1⁄2 hour lunch
Position Summary
The Church and School Administrative Assistant supports daily office operations, school administration, church communications, records, scheduling, and parent/congregation communication while maintaining a professional, welcoming, and confidential environment. Cross-training may be required with Accounting and Human Relations Assistant.
Key Responsibilities
Front Office and General Administration
· Answer phones, greet visitors, sort mail, and maintain an organized office.
· Order supplies and assist staff with printing, scanning, copying, forms, flyers, calendars, and other office materials.
School Administration and Parent Support
· Maintain student records, enrollment information, registration forms, immunization records, and family contact updates in ProCare and school files.
· Support new family tours, tuition reminders, tuition processing, fob key refunds, and financial aid form requests.
· Prepare attendance sheets, sign-in sheets, emergency backpacks, allergy lists, and assist with safety drills.
· Communicate with Pathways regarding required paperwork, including time sheets.
Church Communications and Worship Support
· Create church and school flyers, reminders, announcements, and event communications.
· Prepare Sunday bulletins, music sheets, reader emails, worship assistant schedules, prayer lists, usher forms, and directory updates.
· Manage church and school email communication with parents, members, staff, and visitors.
Facilities, Security, and Campus Coordination
· Maintain security files, including master keys, fob keys, and alarm codes.
· Schedule facility uses and coordinate with service providers or agencies for campus operational needs.
Financial and Recordkeeping Support
· Count and log chapel money, secure donations for deposit, and assist with expense statements.
· Print, scan, and send Tuition Express activity and merchant statements to the designated accounting contact.
Additional Duties
· Assist the pastor, school leadership, and staff with administrative duties, coverage, insurance paperwork, congregation statistics, monthly calendars, and other assigned tasks.
· Process SCRIP orders,
· Prepare and send church-wide notices via email or phone-tree.
· Monitor copier and printing supplies and fill copier as needed
· Follow up and update status of prayer requests
· Church attendance record keeping
· Address and prepare birthday cards for pastor to sign.
· Maintain postage, coordinate petty cash needs.
· Coordinate flower chart
· Maintain electronic files and scanned documents
Qualifications and Skills
· Strong organization, communication, customer-service, and confidentiality skills.
· Comfort using office equipment, email, calendars, databases, and ProCare.
· Ability to manage multiple priorities with accuracy, professionalism, and a service-oriented attitude.
