I. SUMMARY:
The Children’s Ministries Administrative Assistant is responsible for supporting the Children’s Ministries in all manner of office detail. This person must have a heart for serving the Lord by supporting, encouraging and keeping open communication within the department. He/she is responsible for developing and maintaining systems in Shelby (WVC’s database) to support all events, weekly programs and attendance systems. He/she will also coordinate all financial and secretarial functions of the department and must have an overall knowledge of each area of Children’s Ministries. This person coordinates workload and trains and supervises various Ministry Partners who carry out the purchasing and processing of curriculum requests for all areas of Children’s Ministries, and keeps the director informed of progress in all areas of responsibility. This part-time position requires office hours of 8:30-1:30 Monday-Thursday and reports to the Director of Children’s Ministries.
II. DUTIES AND RESPONSIBILITIES:
- Shelby
- Develops/maintains systems in Shelby to support all areas of Children’s Ministries; implements requests from the Director of Children’s Ministries for specific syste
- Supports directors/coordinators by developing/maintaining systems that provide avenues of communication with Ministry Partners and other external partie
- Implements or supervises data entry for all events, Ministry Partner and external party communication, and attendance system
- Creates/maintains efficient attendance processes for Children’s Ministries area classes; creates monthly rosters for weekend attendanc
- Edits communications from directors/coordinators and implements tools in Shelby to send emails, postcards, or letters efficiently
- Develops and utilizes efficient forms and systems for each area of Children’s Ministries
- Coordinates facility requests for activities in Children’s Ministries
- Researches and submits all requests involving Children’s Ministries activities
- Keeps updated monthly notebook of requests and confirmations as a reference
- Keeps directors and coordinators updated on facilities for events
- Maintains Children’s Ministries accounts
- Oversees ordering of all supplies for department; does shopping for department
- Submits purchase orders (POs) for all departmental purchases, providing account numbers, signatures and follow-up on receipts and ministry purpose for each PO
- Keeps monthly file of all copies for review
- Assists with collecting childcare monies and creates/maintains system for tracking this income
- As current financial statements are available, reviews and reports status and any discrepancies to the department director
- Provides reports and financial information as requested by the Director of Children’s Ministries
- Assists with all special events for Children’s Ministries (VBS, camps, preschool summer spectacular, family events, etc.)
- Completes all registration for events; coordinates responses
- Keeps current records of registrations and Ministry Partner participation
- Orders supplies for events
- Ensures each event has correct technical support
- Performs miscellaneous tasks as needed by the director of the event
- Receives and documents all RSVPs for event(s)
- Produces attendance lists as needed by directors/coordinators
- Provides administrative support for AWANA, as needed
- Develops and maintains curriculum and supply lists; supervises purchases and distribution of supplies to all areas weekly
- Maintains statistics of weekend and weekday programs; updates Core Resources Assistant and ministry area staff weekly
- Supervises all office Ministry Partners
- Develops job descriptions, initiates training and efficient systems to carry out specific responsibilities
- Provides information on office policies/procedures to new Ministry Partners; updates Ministry Partners with new/changing procedures
- Establishes weekly workload and trains/supervises all office Ministry Partners; relies on director for clear communication of needs and deadlines
- Meetings and other functions
- Attends regular meeting with department to keep informed of all ministry area activities and departmental needs
- Creates and maintains systems in the ministry area to ensure healthy and on-going communication between all areas of Children’s Ministries, and keeps department director informed of systems and communications
- Develops and sends birthday cards, “We Miss You” cards, and other like correspondence to all children
- Oversees the making of nametags
- Helps ensure Children’s Ministries Resource Rooms are stocked and cleaned
- Other duties as requested
III. MINIMUM REQUIREMENTS:
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Education/Experience
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General administrative assistant/secretarial experience
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Proficiency in Windows XP, Word, Excel, PowerPoint, and Outlook
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Excellent organizational and administrative skills
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Detail-oriented and flexible with a team spirit
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Knowledge of general office machines (computers, copiers, fax machines, printers, Risograph, laminator, multi-line phone system, voicemail)
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An ongoing relationship with Jesus Christ demonstrated by regular prayer, Bible study and worship attendance
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A member of WVC who supports its vision and values, as well as contributes time and tithes
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Physical Requirements
