Church Administrator (Full time 40 hours per week)
Children and Family Ministry Assistant – (Part time)
Founded in 1720, the Allentown Presbyterian Church (APC) is a church steeped in history with a vision for the future. For close to 300 years, APC has served as a spiritual hub for the Allentown community, and we are now enjoying unprecedented regional growth with more than 350 people attending worship services each Sunday. Our multi-generational congregation is actively engaged in a wide range of ministries and missions that gives everyone a place to fit in and grow their relationship with Jesus Christ.
To apply to this position, please send your resume, and cover letter to firstname.lastname@example.org
The role of the Church Administrator is to support the mission and ministry of the Church by working closely with the Senior Pastor, church staff and church volunteers to manage and oversee the day-to-day operations of the Church, which shall include responsibilities for office management and administration, communications with the congregation, church staff and the local community, assisting with financial management of the Church, and coordinating the use of church grounds and property.
Areas of Oversight Include:
Office Management/Administrative Responsibilities:
- Update and maintain church database(s), membership rolls, distribution lists, etc.
- Update and maintain church records (e.g., church register, Session minute book, and cemetery records), policies, employee and volunteer handbooks, and staff personnel files
- Manage the purchase and maintenance of office supplies and equipment, and keep computer files backed up
- Ensure compliance by church staff and volunteers with all church policies, including compliance with all required background checks and with the church’s Child Protection Policy
- Provide executive assistant support to Senior Pastor, including maintenance of his/her calendar, scheduling appointments and travel, assisting with correspondence and other communications, and other clerical support
- Provide administrative support to other Church staff
- Serve as the primary contact person for the Good Neighbor Fund, and meet with people in need and disperse discretionary aid as appropriate
- Encourage, develop and manage volunteers to assist with administrative and management functions
- Create and distribute church bulletins, emails and newsletters
- Update content on church website and social media sites, and coordinate with the Senior Pastor and all church staff and ministries to ensure that website and social media sites are updated with new information as appropriate
- Act as point of contact for members of the congregation or others seeking support or other services from the Church or its ministries
- Answer incoming, general phone calls, greet visitors to Church offices, and monitor voicemail messages
- Receive and distribute all incoming mailings, packages, etc., and disperse outgoing mailings, packages, etc. as required
- Coordinate production of the Church’s Annual Report in preparation for the annual congregational meeting
Financial Management Responsibilities:
- Assist the church treasurer and finance staff with financial record keeping management of the Church on an as needed basis
- Assist in the acknowledgement process of gifts and donations received by the Church
- Assist the church treasurer and other staff as needed to ensure the church properly uses funds, meets financial obligations, and complies with the Church’s budget
Facilities Scheduling and Administration Responsibilities:
- Coordinate with the Senior Pastor, church staff and volunteers, and others regarding the scheduling and proper use of Church facilities/property and the logistics for church events (e.g. weddings, receptions, funerals, etc.), including maintenance of church calendar and ensuring compliance with church facilities use policies
- Serve as liaison to any community organizations or other third parties to approve, schedule and monitor their use of Church facilities and property
- Monitor the Church’s insurance needs and coordinate with the Session and church staff to ensure that appropriate insurance policies are obtained and maintained
- Perform other duties as assigned by the Senior Pastor
Expectations and Qualifications
This position requires an exceptional degree of professionalism and the ability to work in an ever changing environment, where multi-tasking, sound decision making, self-motivation and discretion are essential. To be qualified, candidates will need confidence and proven organizational, financial, communication and interpersonal skills, including that he or she must:
- Be a committed Christian, who seeks to follow Jesus in all aspects of his/her professional and personal life
- A Bachelor’s degree is strongly preferred, with a minimum of 2 – 5 years in office and/or business administration
- Have excellent organizational, communication and teaming skills
- Be very comfortable with technology, including proficiency with Microsoft Office (including Word, PowerPoint, and Excel) and with social media and other Web based communication tools, as well as a willingness to explore and learn new communications technologies
- Have financial/accounting skills, including familiarity with QuickBooks or other financial accounting software
- Have a caring attitude, excellent people skills, and high integrity
- Be a self-starter, able to work independently and pro-actively
- Be accessible, responsive, and flexible to handle the changing needs of the church
- Be able to properly handle confidential information in a careful and secure manner
- Enthusiastically support the mission, values and goals of the Church
- Someone who is local to the Allentown, NJ area is strongly preferred
Under the supervision of the Director of Children and Family Ministry, the Children and Family Ministry Assistant [CFMA] provides support to the Children and Family Ministry of APC. The position will help our youngest disciples to grow toward becoming fully devoted followers of Jesus Christ. The CFMA will work primarily with our mid-week ROCK program and Sunday morning Sunday School. The position includes planning, working directly with the children, and working directly with the Director of Children and Family Ministry. The position will require up to 15 hours/week but, with seasonal fluctuations in the program, some weeks will require more time and some will require less.
RESPONSIBILITIES AND EXPECTATIONS:
R.O.C.K.: ROCK, the 2 ½ hour mid-week program for children in 3rd through 5th grade, includes times of games, Bible study, crafts, dinner, and Choir or Caring Kids time. The Children and Family Ministry Assistant will assist with overall Session planning, coordinate the Bible study component, and plan and execute the Caring Kids (service) weekly component.
- Initiate session planning with Director
- Host / Co-host weekly program gathering **
- Lead / Coordinate Leaders for weekly Bible study
- Plan / Execute Caring Kids weekly program**
- Plan kid-appropriate “Caring” activities (local, global)
- Coordinate / Develop volunteers
- Develop a process for personal Kid-Connections and Family Outreach
- Program hours: 5 – 7 hours per week for prep and execution
SUNDAY SCHOOL: The APC elementary Sunday School ministers to children in Pre-K (4 yrs old) through 5th Grade.
- Assist the Director with curriculum review/assessment
- Assist Director on Sunday mornings
- Lead / Participate in Large Group openings
- Develop a process for personal Kid-Connections and Family Outreach
- Program hours: 2-3 hours weekly, prep and execution
WORSHIP: Give Children’s Messages twice per month (or as needed)
- 4 hrs per month
MEETINGS: Meet bi-weekly with Director for Planning / Visioning
- 2 hrs bi-weekly
VBS: Vacation Bible School
- Manage the volunteer recruitment process for VBS
- Assist Director, as needed
- Complete administrative assignments on an as needed basis.
- Participate in Children and Family events (such as, FFG, Advent Village, ROCK musical, Church picnic, Trenton Thunder game, etc.)
- Committed follower of Jesus
- Bachelor’s degree preferred
- At least 3 years of experience in education or work with children
- Strong skills with organization and interaction with children and their families
- Experience in religious education
Crossroads Youth & Young Adult Ministry is a mission of the Allentown Presbyterian Church. Crossroads exists to:
- Inspire youth & young adults in the Allentown area to develop lifelong intimate
relationships with Jesus Christ,
- To encourage those youth & young adults to grow as active members of God’s family
- To empower the youth & young adults of APC to serve with such a passion for God that their communities and their worlds are impacted for Christ
If you are interested in applying for this position, please send your resume and cover letter to email@example.com.
Allentown Presbyterian Church
Youth & Young Adult Ministry Administrative Assistant
(Part-time 10 hours per week)
Reporting to the Director of Youth & Young Adult Ministry, the Youth & Young Adult (Y&YA) Ministry Administrative Assistant works with the Crossroads staff and volunteers to execute administrative functions for all Youth and Young Adult ministry efforts toward the accomplishment of their mission and goals.
- Attend the Y&YA staff meetings to pray, plan, troubleshoot and coordinate with the team. Take notes send follow-up “task lists” to all team members. Per discussion, send weekly correspondence to missing kids, Shepherds or families in need as advised by the Director. (Estimated 2.5 hours per week)
- Assist and take direction from the Youth & Young Adult ministry leaders for a variety of mission critical administrative tasks. These tasks must be handled in a timely and effective manner and include, but are not limited to, the following:
- Distribute, collect, track and maintain Child Protection Policy records and all volunteer documentation
- Coordinate and execute the details regarding all mailings and fundraising letters and other mailings as needed by the Director
- Write thank you notes for fundraisers and special events
- Catalogue photos and videos
- Update the Crossroads website as needed
- Maintain files in Dropbox
- Send weekly Grapevine updates & bulletin needs to APC Administrator
- (Estimated 2.5 hours per week)
- Coordinate and maintain the master calendar, planning calendars, and annual goals. (Estimated 1-2 hours per week)
- Assist during the busy “seasons” which include, but are not limited to, September (Sunday School Kickoff), October (Youth Group Kickoff), November (The Fall Youth Retreat), March (Major Fundraisers ) and May (the Spring Retreat). The responsibilities include the following:
- Create flyers, marketing materials and registration forms
- Copy & distribute paperwork
- Collect and record registration forms (coordinating an online effort)
- Follow up on incomplete information
- (Estimated 1-3 hours per week)
- Offer Young Adult Admin support. Young Adult Admin responsibilities include:
- Create and maintain a directory that includes past and present YAs.
- Create, launch and maintain daily social media updates (or as expected by the Y&YA Ministry Directory)
- Keep attendance records and inform YA leader of missing YAs.
- (Estimated 1 hour per week)
- The Youth & Young Adult Ministry Administrative Assistant is a passionate disciple of Jesus Christ who is called to serve and to model a Christ-like lifestyle.
- The Youth & Young Adult Ministry Administrative Assistant will seek to support the Y&YA leaders and help them carry out the mission of the APC Youth and Young Adult Ministry.
- The Youth & Young Adult Ministry Administrative Assistant must have a flexible schedule and be willing to work in the rhythm of the ministry recognizing that responsibilities ebb and flow depending on the season.
Candidate must be coachable, a team player, have strong computer skills, strong communication skills, organizational skills, comfortable with social media and a heart for Jesus!
- This is a 10 hour per week position. ($15x 10 = $150 per week) 32 weeks payable from September – May. Paid monthly
- (Thanksgiving, Christmas, Easter weeks are unpaid time off)
- On site availability required Monday and Wednesday (1:00 -3:00 pm)and for special events such as Shepherd trainings, retreat meetings, fundraisers etc. Remaining hours are flexible.