Position Title: Administrative Assistant
Name: Calvary Baptist Church
Location: 719 Cesar E. Chavez Parkway, San Diego, CA 92113
Reports To: Chairman of Deacon Board
Employment Type: Part-Time
Job Classification: Non-Exempt
Pay Rate: $20.00/Hourly
Schedule: Up to 5.0 hours per day, Three Days Weekly
Summary: Calvary Baptist Church is seeking an Administrative Assistant who feels they are being led by God into the position with our church. The Administrative Assistant will be responsible for the comprehensive and smooth operations of the church, which includes being a welcoming and efficient administrative contact for the Calvary Baptist Church community. Additionally, the Administrative Assistant will be responsible for facilitating effective communication both internally and externally on behalf of the Pastor, leadership team, and the Calvary Baptist general church body. This position requires exceptional organizational and interpersonal skills, as well as the ability to handle sensitive information with the upmost confidentiality.
Key Responsibilities: Because all Calvary Baptist Church employees represent the Church, they are expected to conduct themselves according to the mission and values of the church in performing their work.
General Office Duties:
- Create a warm, welcoming atmosphere in the office lobby area. Actively engage with visitors, church members, pastors, staff, and the community in a friendly manner.
- Identify and collect contact and background information for first-time visitors and guest. Maintain a database of first-time visitors and guests to be shared weekly with the pastor or leadership team along with suggestions of connecting points within the ministry.
- Responsible for updating the Church calendar and inputting events with pertinent information. Collaborate with the custodial team on set up, tear down, and other essential details such as AV support.
- Responsible for maintaining the staff directory and updating the telephone system for new and departed staff. Ensure all email list serves are current as changes occur in staffing, leadership, and/or membership.
- Schedule Zoom meetings and events for ministry groups and Directors when necessary.
- Submit orders, maintain church-wide staff administrative supplies and serve as a point of contact for copier service requests.
- Collaborate with the pastor and leadership team on preparing the agenda for Church Council and Church Conference meetings. Distribute agenda and supporting materials to members.
- Provide administrative support to the pastoral and leadership team including preparation of reports and other documents. Make copies, folders, packets, and other materials for various classes, sessions, and ministries.
- Assist with compiling the weekly Prayer Requests into one report and disseminating them to the pastoral team and other appropriate individuals.
- Assist with answering incoming telephone calls, determining the purpose of callers, announcing calls, and forwarding calls to the appropriate person or department. Retrieve messages from the main voice mail and forward them to appropriate personnel. Take and deliver messages or transfer calls to voice mail. Configure phone messaging as appropriate to accommodate holidays and special events.
- Assist with accepting package deliveries and handling pickups from carriers such as UPS and Federal Express. Contact staff regarding deliveries as needed.
- Assist with sorting and distributing all mail received for the Church and related entities.
- Other duties as assigned by the pastor and leadership team.
Education, Skills, and Abilities:
Minimum Qualifications:
- Two-year college degree or 1-2 years of experience directly related to the duties and responsibilities of the position.
- Provide excellent first impression, especially when interacting with members and guests.
- Ability to effectively and efficiently multi-task, prioritize and deal with interruptions while meeting timely deadlines.
- Demonstrated ability to work in an environment that values diversity and inclusion.
- Strong understanding of Christian discipleship to advance the vision of mission of Calvary Baptist Church and the ability to articulate strong faith and excitement for the church.
Knowledge, Skills, Abilities, and Other Characteristics:
- Ability to work well under pressure and model a professional demeanor, servant’s heart, and a can-do attitude. Be a team player and always be of service and assistance.
- Ability to take overall initiative, responsibility, and ownership for the development and administration of groups of volunteers.
- Manage competing demands and adapt to changes in the work environment.
- Ability to collaborate with pastor, staff, lay leaders, and others in all phases of program ministry, guest engagement, membership, and communications.
- Ability to communicate and empathize with congregation members, effectively problem solve with conflict management and negotiation tools.
- Efficiency, professionalism, promptness, and good telephone presentation.
- Ability to apply common sense and good judgement to carry out instructions furnished in written, oral or diagram form.
- Ability to compose correspondence and effectively present information in one-on-one and small group situations to pastors, members, guests, and colleagues.
- Manage difficult or emotional members’ and guests’ interactions by responding promptly to their needs and requests for service and assistance.
- Passion for engaging with people utilizing relational and organizational intelligence needed to succeed in a congregational setting.
- Commitment to continuing growth in cultural competence and professional development.
- Competencies in MS Suite, Microsoft Word, Excel, PowerPoint, Outlook, and Zoom.
Roles and Relationships:
- Communicate front office protocols to all staff so there is consistency and unity of message.
- Partner with the pastor and the leadership team in the creation and implementation of the guest engagement and membership strategic plan.
- Provide feedback on overall successes and obstacles in meeting goals and objectives.
Ability to Commute: San Diego, CA 92113
Work Location: In-Person
We are an Equal Opportunity Employer and drug-free workplace. Offers of employment contingent upon successful passing of background screening.
To apply: If interested in this position, please send your resume and cover letter to official.calvarybcsd@gmail.com. Resumes will not be considered without a cover letter. Please include three references.
Deadline: February 4, 2025
Physical Demands: While performing the duties of this job, the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee must occasionally lift and/or move up to 20 pounds. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Please note: This position description is not designed to cover or contact a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Duties, responsibilities, and activities may change at any time with or without notice.
Calvary Baptist Church is committed to creating a diverse and inclusive workplace. All qualified candidates will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age, or veteran status.
