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.