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Church Administrative Assistant Job Description
First UMC Fort Scott, KS
Authorized by Staff Parish Relations Committee 4/7/26
Rolling application deadline until we find the right candidate. Apply today!
The mission of First UMC Fort Scott is “to share the good news of the life, death and resurrection of Jesus Christ and to exemplify the love of God by knowing Christ, growing in Christ serving Christ and sharing Christ”
The Administrative Assistant will help the congregation accomplish its mission by being a dependable and consistent hub of communications and records management. This position will report to the Pastor and the Staff Parish Relations Committee.
HOURS
Exact schedule will be determined in consultation with the person hired. We are open to a number of possible schedules and will find one that works for both the church and the right applicant. We are seeking 15-20 hours per week, with a consistent schedule once it is established. Current Office hours are 9am to 2pm Mon-Thurs as an example. Tuesdays and Wednesdays are the most crucial days due to the number of calls and activities happening in the building.
SALARY
We plan to start the new hire at $15.00 per hour.
QUALIFICATIONS / SAMPLE TASKS
• Must qualify for Safe Gatherings certification including passing a background check. Our new hire will have a 120-day probationary period.
PRESENCE
• Our Administrative Assistant must be a cheerful, dependable and predictable presence for church and and community members to contact.
• The role is akin to an “air church traffic controller.” It’s a busy environment! So the right person is one who can manage chaos and cheerfully greet visitors / answer phone / open doors and coordinate hospitality for those using the building.
• Emphasis on making sure First United Methodist Church is a pleasant, welcoming place to visit and that information is communicated clearly, consistently, and with appropriate confidentiality.
• Self-Motivated, displays initiative and uses good judgment. Able to work independently and with others.
ADMINISTRATIVE / OFFICE MANAGER TASKS
•Familiar with, or able to quickly learn, MS Office type applications, Church Windows database software and Church security systems.
• Strong organizational skills, ability to learn and maintain existing organizational systems as well as develop improvements as needed.
• Maintain appropriate documentation of church activities and processes. Archive/shred as needed.
• Keep Master Calendar / Coordinate building usage needs (with Custodian, Trustees, and Pastor)
• Program doors as needed (review calendar weekly) Make/assign Keycards as needed.
• Assist pastor in preparing bulletin with “the week ahead” and announcements.
• Assist with Newsletter articles about upcoming events.
• Schedule liturgist and any office volunteers.
• Prepare agendas, coordinate with committees to keep and distribute minutes. Strong preference for this position to attend (ex officio) and take minutes at Administrative Board meetings (6 per year) and Annual Charge Conference, but we will work that out in schedule.
• Help Pastor maintain social media, web, and digital sign.
• Schedule Service Calls/Repairs (in cooperation with custodian/trustees)
• Maintain Flower Calendar (confirm sponsor/contact florist as needed) – add to bulletin.
• Coordinate visitor bags and follow up visits by HOCROC and other volunteers.
• Process and distribute mail and e-mail.
• Order/Maintain Office Supplies / Class Materials as needed.
• Track Postage and office expenditures.
• Track any Petty Cash and any credit/debit card usage.
• General Paperwork
• Assist Treasurer with bill organization, authorization and check signing
• Assist Treasurer in ensuring apportionments and special offerings are paid to Great Plains
Conference monthly
• Assist Pastor with CCLI, VitalSigns, data entry and other routine reporting.
• Assist Feeding Families coordinator with inventory/order and data processing.
• Oversee Safe Gatherings coordination / notifying renewals.
• Appalachian Service Project Administrative Forms (assisting Tom Braker and Pastor)
• Assist Pastor preparing for Charge Conference and annual Conference / Statistical reports.
• Assist counters with distribution of quarterly giving statements.
MEMBERSHIP SECRETARY / CHURCH WINDOWS TASKS
• Maintain Baptism/Confirmation/Membership/Transfers/Death records in Church Windows (or similar) and hard copy.
• Maintain active Rosters/Directories (phone/email/classes/homebound/UMW/etc.)
• Birthday / Anniversary / Remembrance Cards scheduled / mailed (Pastor signs monthly)
• Funeral Dinner volunteers (contact monthly coordinator as needed)
• Assist Pastor with records gathering for Church Conference and Statistical Reports
• Memorial Donation Letters (thank you notes and coordination with family/Memorial & Gifts Committee)
APPLICATION PROCESS.
Please provide the following:
• Personal Resume with contact information.
• Cover Letter
• A minimum of three references with phone and email contact information, including at least one previous employer and at least one church reference.
Mail or bring the above items to: Rev. Christopher Eshelman
First UMC Fort Scott
301 S. National
Fort Scott, KS 66701
-or-
Email: pastor@firstumcfortscott.org