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Administrative Assistant Job Description 2022

Yorkminster Park Baptist Church is a large, vibrant congregation in downtown Toronto. Our purpose is to establish a place and a presence to worship God, proclaim the Kingdom of God and make the love of God in Christ know. Our plan to carry out this purpose involves structured worship, thoughtful spirituality, dynamic fellowship, creative teaching and caring mission.

The Administrative Assistant is responsible for the administrative support of the various activities of the Church including communication, database management as well as various clerical duties. This position requires a team player who will work closely with the Director of Operations, Ministerial Team and various volunteers who will provide support for the day to day functions of the Church.

Communications

 Prepare Sunday and special/seasonal Church calendars in collaboration with Director of Operations, Ministerial staff (for content) and volunteers as needed (for production)
 Coordinate the preparation of promotional flyers/inserts/posters as required in consultation with the Communications Committee
 Produce regular activity calendars using appropriate tools, to help manage program scheduling
 Receive messages from Church's general email accounts and redirect as appropriate=
 Collaborate with volunteers to produce and distribute the quarterly print/ e-newsletter
 Assemble Annual Report
 Update website weekly with current content which has been derived from other information or given by content providers
 Update electronic sign weekly
 Change greeting on phone system as required
 Maintain member roll - updating on a regular basis to ensure accuracy and completeness
 Maintain accurate / current lists of Board and Committee Members
 Maintain accurate / current emergency Staff Contact information and distribute to all staff
 Prepare new member information packages and coordinate receptions
 Coordinate all congregational mailings by Canada Post/email
 Provide ongoing support for the various programs of the Church
 Utilizing MailChimp program, format and process all mass emails as directed
 Update ongoing lists of who are on mass email lists, ensuring all information is curren 

Community Relations

 Perform reception duties on phone and in person as required
 Screen and route incoming calls and general emails to appropriate person(s)
 Assist members and /or tenants on general inquiries 

Administrative and Ministerial Team Support

 Maintain database for church roll
 Routine filing of paperwork
 Prepare documents and complete follow up from scheduling meetings as required
 Provide administrative support to members of the Team
 Distribute mail daily
 Manage room bookings for internal staff and groups
 Manage room rentals and communications with external groups
 Maintain legal /church records of marriages and deaths
 Maintain office supplies on behalf of all staff
 Manage photocopiers, postage machine and assist staff with computer matters
 Coordinate the maintenance of office equipment

Volunteer Support

 Schedule volunteers
 Provide guidance and direction to Church volunteers as required

Education / Credentials

 Post-Secondary School education in a business, secretarial/administrative discipline or equivalent experience

Experience

 At least five years in a an office administration role
 Experience in a church setting or similar non-profit organization would be a significant asset
 Experience in Communications/External Relations an asset
 Experience in the use of a property management scheduling system (ACS Scheduler preferred)

Job Knowledge

 Familiar with various communication tools (correspondence, flyers, newsletters, annual reports, telephone messaging, calendars, etc.)
 Knowledge of website design and maintenance an asset
 Demonstrated understanding with privacy legislation and maintaining confidentiality 

Specific Skills required

 Proficiency in Microsoft Office Professional (Word, Publisher and Outlook) and the internet.
 Proficiency in coordinating and facilitating virtual conference meetings using ZOOM or Google Meets
 Proficiency with social media including posts to various social media channels
 Proficiency with ACS People Suite and ACS Scheduler an asset
 Proficiency with a mass email software program, preferably MailChimp.
 Excellent verbal, written and interpersonal communication skills required.
 Sound organizational and time management skills are necessary, with an ability to prioritize, carry out multiple tasks and meet strict deadlines.
 Ability to consistently produce accurate and reliable work
 Ability to work independently, be flexible and take initiative
 Ability to work in a stressful environment
 Must have strong service orientation
 Must be a team player

Physical Effort / Working Conditions

 Must function in a regular office environment with required office equipment
 Long hours sitting at desk
 Repetitive action (computer) and light lifting
 Some evening / weekend work may be required to meet deadlines

This is a full position of 5 days per week (37.5 hours). Please forward letter of interest and resume by May 31, 2022 to: employment@yorkminsterpark.com.

YPBC is committed to the principles of equity and ensuring that our hiring practices are enriched by the people, needs and desires of Toronto's diverse communities. We thank all applicants for their interest. Only those selected for an interview will be contacted.

No phone calls please.

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