Administrative Assistant - Preschool (Madison Campus)

SUMMARYProvides administrative support to the Preschool Ministry Team as needed to fulfill the overall goals and objectives of the ministry and Pinelake Church.GENERAL RESPONSIBILITIES

Works in coordination with the overall goals and objectives of the Preschool Ministry.

Assists the ministerial staff to work toward excellence in all areas of the ministry.

Provides administrative assistance for all activities that support the ministry's strategies.

Communicates these activities to other staff members, the church congregation, and ministry teams (as instructed by the Preschool Minister).

Assists other staff members, when needed, to support teamwork and contribute to the successful completion of their objectives and strategies.

BASIC PERSONAL RESPONSIBILITIES

Maintains a vital and growing personal walk with the Lord through committed Bible study, prayer, and meditation.

Maintains proper priorities in your home including your spouse and children (if married and/or with children).

Faithfully supports the ministries of Pinelake by maintaining wise stewardship measures over the resources entrusted to you.

Performs duties and responsibilities in a manner to glorify Christ and further the mission and ministry purposes of Pinelake Church (Colossians 3:23-24).

SPECIFIC LIST OF DUTIES AND RESPONSIBILITIES

Maintains and tracks data in Rock and then disseminates weekly reports. This includes the process for guest follow-up through the retention strategy. (The administrative assistant will use Rock to maintain database and will monitor all of the contacts and follow-up.)

Responsible for developing and distributing the weekly Little Lakers serving calendar, including updating it with new servant leader information.

Assists in tracking preschool goals, objectives, and budgets

Able to price, order and make purchases in a timely manner with a follow up system to track delivery and placement. Excellent record keeping skills to maintain expenses, mileage reports etc.

Able to manage electronic calendar and set meetings, coordinate responses, and constantly monitor pre-planning around events and meetings.

Maintains and updates reports, teacher lists, rotation schedules and new member lists, servant leader cards, and parent monthly newsletter.

Assists Preschool ministers in recruiting steps and processes through email, phone calls, and communication with other ministries within the church.

Ensures that all preschool workers (paid and volunteer) have filled out necessary documents in order to comply with Our House Promise (OHP) Policy.

Coordinates curriculum preparation, literature, and supplies as well as schedules and notes for Sunday morning leaders.

Coordinates preparations for Sunday Morning breakfast snacks for servant leaders.

Coordinates and sets up refreshments for all Preschool events.

Works in sync with Childcare Coordinator to keep accurate inventory of Workroom supplies and in good order.

Makes reservations and books dates for Preschool event equipment, food, photographers, etc.

Puts together programs, agendas and schedules for Preschool events.

Uses Rock with expertise to keep Preschool groups with accurate enrollment and promotion and monitors groups for correct info.

Develops, copies, and disseminates monthly teacher correspondence and training materials.

Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIESMay supervise and coordinate work with servant leaders.QUALIFICATIONSTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.EDUCATION AND EXPERIENCE REQUIREDHigh school diploma or equivalent minimum; college experience preferred. Two to five years of administrative experience.LANGUAGE SKILLSThe individual must be able to understand written or oral instructions; read, analyze and interpret documents, instructions manuals, and policies and procedures. Excellent interpersonal skills, ability to work with a diverse group of people, communicate clearly and effectively on the telephone, email and in person, demonstrating tact and diplomacy.COMPUTER AND MATHEMATICAL SKILLSThe individual must have demonstrated skill in the use of Windows/MacOS to complete tasks (including word processing and spreadsheets) and the ability to use the internet for information retrieval. The individual must be able to apply basic mathematical concepts and operations to such tasks as accounting, budget management, and financial expense monitoring.REASONING ABILITYThe ability to simultaneously conceptualize and plan multiple tasks; project outcomes using different implementation strategies; and apply creative and innovative thinking to problem situations is required. The ability to work effectively and efficiently under stressful conditions to ensure deadlines are met is essential.PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is required to stand, walk and reach with hands and arms.Must be able to lift up to 25 lbs.WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The noise level of the work environment is usually moderate.