Job Details

Administrative Assistant

  2022-01-11     Shepherd of the Hills Lutheran Church     401 Grizzly Peak Blvd., Berkeley     18.00 hour  

Title: Administrative Assistant Time: 10 hours per week

Supervisor’s Name: Pr. Sharon Stalkfleet Supervisor’s Title: Pastor

Congregation President: Felicia Layser Robertson

Date posted: January 11, 2022 Start date: End of January

I. Introduction

Shepherd of the Hills (SOTH) is a small yet active congregation in the Evangelical Lutheran Church of America. It was established in the 1960’s as part of the merger that formed the Lutheran Church in America. Shepherd of the Hills offers worship opportunities that combine traditional and contemporary settings. Educational opportunities include an active children’s Sunday School, as well as a variety of opportunities for adults to explore their faith through participation in discussion groups, choir, book groups and social outreach. This community has made a commitment to: evangelize, to focus on care of unhoused and hungry people as well as a focus on the climate crisis, climate change and environmental care while being people centered in God’s grace.

SOTH also employs a half-time minister and a part-time music director.

II. Position Summary

Provide administrative support to the pastor and congregation of SOTH. Responsible for a variety of office management duties. Develop publications based on information provided. Perform receptionist duties for SOTH. Coordinate volunteer activity and maintain records. Under general supervision, establish priorities to ensure all aspects of the job are accomplished.

III. Required Duties

A. Office Management

  • Ensure accurate maintenance of church records
  • Develop and update computerized databases as necessary
  • Organize and maintain filing system for documentation including various forms and historical records
  • Process documentation for outside groups including ELCA Synod office
  • Ensure maintenance of office equipment, warranties and service contracts
  • Maintain inventory of office supplies
  • Manage calendar of church events, coordinating with various user groups including renters

B. Publication Development

  • Determine publication deadlines for weekly bulletins and apprise appropriate individuals
  • Solicit and utilize information provided to:
    • prepare weekly and special bulletins for worship
    • prepare and mail newsletters, correspondence, and reports as needed

C. Receptionist

  • Check voicemail and respond to or forward messages as appropriate
  • Sort and distribute mail, responding to routine correspondence as needed
  • Monitor and respond to SOTH’s email account
  • File documentation as appropriate
  • Greet drop-in visitors and respond to routine questions

D. Volunteer Management

  • Assist Council members as needed
  • Maintain inventory of tasks needing to be completed in the office and at the church in general
  • Supervise and delegate appropriate office duties to volunteers
  • Contact volunteers to remind them of upcoming commitments
  • Develop and maintain a list of those with access to facilities

E. Web Publication

  • Use existing website software (WIX) to maintain the church website
  • Work with images and current church events to create engaging and interactive pages

F. Management of Rental Space

  • Manage new and existing rentals with support of supervisor according to SOTH Church Rental Policy.
  • Create and maintain records of rentals

G. Miscellaneous Duties

  • Maintain and organize church bulletin boards and outdoor signs
  • Maintain and organize church office
  • Meet with supervisor as scheduled
  • Prepare and submit a semi-monthly record of work hours for approval
  • Additional duties as requested by the Pastor

IV. Skills & Experience Required

  • Ability to work independently on a routine basis.
  • Capacity to interact with a wide variety of people in a personable manner.
  • Demonstrated capability to be self-motivated, reliable, efficient, and manage a number of tasks simultaneously.
  • Aptitude to handle confidential information and to be discrete when dealing with sensitive situations.
  • Knowledge of and capability with Google docs, Google Sheets, Mailchimp (or similar newsletter publishing software), and Canva (or similar design software).
  • Knowledge of Wix or other website-building software is helpful.
  • Experience with and understanding of Christian/ Lutheran worship and traditions is helpful.

Do not contact this company in solicitation of any product or service.

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