Grace Episcopal Church
Administrative Assistant Job Description
Summary Position Description
Grace Church’s Administrative Assistant reports directly to the Director of Operations and is responsible for managing the office, facilities, technology, and general business of the parish, effectively ensuring the smooth operation of a busy congregation. Areas of responsibility include visitor reception and hospitality, responding to phone and email inquiries, database management, proofreading written communications, inventory and purchasing, coordinating with outside vendors, calendar scheduling, keeping accurate worship data and other records, billing and reimbursements, and providing administrative support to clergy, program staff, and ministries. Key to this position in our vibrant parish is hospitality, responsiveness and reliable delivery of weekly essentials.
The Administrative Assistant is the “face of Grace” for both parishioners and the general public, and consistently offers a welcoming, compassionate, calm and professional response to all who interact with Grace.
Reports to Director of Operations
Coordinates with All staff, lay leaders and volunteers
Expectations
Education, Skills, Competencies, Experiences, and On-going Requirements
● Preferred Bachelors’ Degree and 1-2 years’ work experience in a related field, but not required
● Excellent “people” skills, including proven experience interacting with the public, supervising staff and managing the work of volunteers.
● Ability to seek out resources to learn and integrate new information
● Proven ability to set expectations, maintain boundaries and keep high ethical standards personally, professionally, and when representing an organization.
● Clear written and oral communication and comprehension, possessing the ability to use correct grammar and punctuation, to edit and present error-free documents.
● Conversational skills and basic literacy in Spanish are strongly preferred.
● Exceptional leadership along with time, task, and resource management skills.
● Strong problem solving, critical thinking, analytical and organizational skills, including the willingness and ability to proactively address problems that may arise.
● Ability to work productively in an environment with multiple interruptions and distractions and to plan for and keep track of multiple projects and deadlines.
● Ability to keep information confidential and work under time sensitive pressures.
● Experience planning logistical operations and overseeing the use of a busy facility.
● Experience with the congregational life of a church; general knowledge of the Episcopal church and the Napa Valley region preferred
● Strong computer/tech skills, including familiarity with MS Office, Google Suite and cloud-storage platforms.
Essential Duties and Responsibilities
In collaboration with the Director of Operations, the Rector and other staff and volunteers, the
Administrative Assistant will:
● Manage Grace Church’s office and administrative operations, including monitoring and appropriately channeling all incoming communication and outgoing communication as requested.
● Keep a calendar and comply with monthly, quarterly, annual and biannual deadlines for filing and reports.
● Order supplies and maintain inventory
● Understand and implement church and accounting policies regarding the archiving of documents.
● Maintain the master schedule of meetings and events on campus and on the church’s electronic platforms (Zoom, Livestream).
● Maintain the master list of keys/access codes and ensure procedures regarding access are followed.
● Keep a calendar and schedule regularly recurring maintenance; refer buildings and grounds emergencies and repair issues to the Junior Warden.
● Coordinate and maintain the schedule Housekeeping and Facilities Staff for regular and special events cleaning, maintenance, and set-up.
● Collaborate with the Communications Coordinator on the production of bulletins and other communications elements, as assigned
● Communicate with volunteer worship leaders with materials and information for the support and facilitation of weekly worship services; maintain a schedule of worship volunteers and coordinate with volunteer ministry leaders
● Record worship attendance and track/maintain online worship platform accounts
● Collaborate with and provide general administrative support to staff, vestry, ministries, volunteers, and committees as needed. This includes answering phones, emails, and mail; maintaining a current calendar, coordinating events, database, communications, office supplies, purchase orders, general ministry and fielding visitor questions.
● Assist the Rector with administrative duties
● Maintain open communication and collaboration with the Director of Operations
● Build and maintain relationships with the congregation and community.
● Build new and expanding existing skills by engaging in educational opportunities.