Receptionist-Office Ministry Assistant

Afternoon Receptionist & Office Ministry Assistant
Posting Date: June 7, 2017
Reports to: Office Manager; Supports the Director of Inviting Ministries and Executive Pastor for Worship for specific tasks
Status: 16 hrs/week, Mon - Thu, 12:30 - 4:30 PM
Deadline to Apply: June 26, 2017
   

Job Summary:
This is a combined job with primary task of Receptionist with Office Ministry Assistant duties to be accomplished during other available time in the work period.
Afternoon Receptionist: This is a hospitality and information position, acting as a central point of contact and a source of current information about Bethany UMC. This person will greet visitors, answer and direct incoming telephone calls, direct people to meetings on campus, assist visitors in locating literature and forms, and give out information about Bethany and scheduled events and programs. This person will deal with a diverse group of callers and visitors with sensitivity and thoroughness.
Office Ministry Assistant: This position also includes providing administrative support to three ministry leaders with various tasks including: data entry, communications, assisting with scheduling, running reports, sending reminder emails to volunteers, worship planning support and other tasks as needed.

Receptionist

  • Work reception desk Monday – Wed, 12:30pm – 4:30pm, and Friday 8:30am – 12:30pm. Handle incoming phone calls and visitors, control access to staff office area and handle various needs and requests that constantly stream into the office.
  • Be familiar with and up-to-date on current events and information in order to provide correct, consistent information to callers and visitors.
  • Be familiar with existence and locations of various forms, registrations and brochures and proper distribution of completed forms.
  • Assist with updates and changes to the hospital board, notifying Pastor-on-call and Office Manager of changes.
  • Assist other Receptionist and Office Manager with maintenance of updated staff schedules, telephone extension lists, birthday lists, in/out-board names, mailbox names, etc.
  • Work with other Receptionist to oversee organization and cleanliness of front office and Reception desk area. Make calls and follow-up on lost and found items, items left for pick-up, etc.
  • Be familiar with operation of office equipment: copy machines, FAX machine, printers, etc. – assist staff and volunteers as needed.
  • Accept and sign for deliveries, deliver to proper location or notify appropriate individual or department of delivery.

Worship Support

  • Maintain volunteer schedules for Chapel and send weekly reminder emails to participants.
  • Update marquis outside of Grimes Chapel.
  • Order supplies for worship and Chapel as needed.
  • Prepare check requests as needed for worship and Chapel supplies and Sanctuary flowers.
  • Help prepare items for special seasonal worship services.
  • Update the worship liturgist calendar (Excel) with dates and events for the following year.

Inviting Ministry

  • Assist with preparation of Welcome Bags for new visitors.
  • Send out reminder emails to volunteer groups on schedules.
  • Other tasks as needed.

Office Ministry Support

  • Run, collate, and distribute (email and hard copy) reports from EMS scheduling data-base.
  • Update, print, and distribute calendars posted in glass cases.
  • Order UMC calendars for staff each summer.
  • Update Church Guide Book and act as liaison..

Minimum Qualifications:

Required

  • Well-developed interpersonal and communication skills.
  • Ability to work with a diverse staff in a team environment.
  • A heart for assisting people – caring, empathetic person who works well with people.
  • Demonstrated organizational skills, ability to multi-task while maintaining a calm demeanor.
  • Willingness to handle problem issues with diplomacy and patience.
  • Ability to focus in an open office environment, requiring little supervision to complete tasks.
  • Knows when to engage the assistance of supervisor to handle difficult situations.
  • In-depth knowledge of the church and its ministries.
  • Good hearing and ability to operate multi-line telephone system.
  • Professional appearance and manner.
  • Computer literate, specifically Microsoft Word, Outlook, and Excel.
  • Able to learn and operate custom scheduling systems such as EMS Lite.
  • Ability to lift approximately 15 – 20 lbs.
     

Desired

  • Experience working at a church as a volunteer or paid staff member.
  • Demonstrated ability to communicate effectively by written as well as verbal means.
  • Some Desktop Publishing experience preferred.

For information or to apply contact:
Barbie Harrison, Office Manger
512-258-6017  x223

Employment Application