4e946881-ded5-49ae-8ef1-ee720c972295
Do you enjoy an administrative position in a busy office? Can you handle multi-tasking while providing excellent service and administrative support? Are you interested in a career opportunity in the Shelby County area? If so, then SNELLING needs YOU! SNELLING is recruiting for a Data Entry Administrative Assistant for a church in the Shelby County area. The Church Data Entry and Administrative Assistant is responsible to the Ministerial staff for processing and maintaining accurate, up-to-date record keeping and facility scheduling, with the efficient use of the Church's database system. The Church Data Entry and Administrative Assistant will also provide support for the Church ministry organizations, by producing accurate up-to-date reports for program or event leaders, and with the scheduling of events, scheduling facilities, and scheduling of vehicle/equipment usage. The Church Data Entry and Administrative Assistant will maintain an accurate up-to-date calendar to use in staff/Church leader planning sessions. Additionally, the Church Data Entry and Administrative Assistant will bear some of the responsibility for relieving the clerical burden from the Ministerial staff in order to facilitate their maximum job performance. The Church Data Entry and Administrative Assistant functions will include but are not limited to the duties described in the job description. All work shall be performed in an organized, timely, and professional manner.
Pay: $18.00-20.00/hr
Shift: Monday-Friday, 1st shift hours
Pay: $18.00-20.00/hr
Shift: Monday-Friday, 1st shift hours
Duties for the Data Entry Administrative Assistant:
1. Will maintain Church Data Base.
a. Check source documents for accuracy, verify data and correct data where necessary, obtain further
information for incomplete documents.
b. Update and delete unnecessary files
c. Enter data from source documents into prescribed computer databases
d. Check completed work for accuracy
e. Store completed documents in designated locations
f. Respond to request for information and access relevant files
g. Print information when required
2. Will process all visitor and new member information in data base ASAP. After data entry is made, prepare reports for visitation team. Process contacts information received from visitation team or staff members.
3. Will maintain all Member and Sunday School member records. Update records with new address, new family members, deaths, or change in membership status, etc. Communicate the changes made to the other staff members or Deacons in need of that information. Produce any needed reports for staff and/or Church leaders.
4. Will maintain list in data base by obtaining and processing data for member’s gifts/skills. Produce needed reports for staff and/or Church leaders.
5. Will maintain lists of committee/team members in Church Data base. Produce needed reports, labels, and merged letters for staff and/or Church leaders.
6. Will keep all attendance records (Sunday School, Discipleship, various Bible Studies, Music Ministry, etc.) up to date and accurate in data base. This includes, but not limited to, new Church year promotion, adding new members, changes in classes (rooms, teachers, age ranges, etc.), and moving members to different classes. Produce rolls, lists, and any other needed reports. Make certain that all rolls are in place and ready for class.
7. Will maintain Church Facility Scheduling Data Base with these and other necessary tasks.
a. Obtain event information from staff/members
b. Obtain approval for events from staff meetings
c. Verify rooms/facilities are free for event
d. Obtain room set up for event from staff/member
e. Obtain list of equipment needed for event
f. Supply custodial staff and possibly kitchen staff with event information
g. Assign a building key or secure entry, if needed, for the event
h. If it is a Church event and advertising is needed, obtain all information needed for the advertising of
the event. Complete an Event Marketing Plan to be distributed to all office staff with advertising
duties. Be the primary overseer that the Event Marketing plan is followed completely by all office
staff with advertising duties and all events are advertised as needed.
8. Will maintain a staff calendar. Currently this is done by transferring all facility scheduled events from the data base to Google Calendar. Add all events that a staff member should know, including vacation days of staff members, staff at associational meetings, etc.
9. Will maintain vehicle reservations in the facility scheduler data base. Maintain approved driver information and keep files in a secure location. Keep a Logbook with Key check out and return. Keep returned Driver’s Trip Logs for a determined period of time. Verify that driver is approved and has all necessary unexpired licenses before issuing keys. Supply custodial staff with information on when the vehicle is needed, so they can have it ready and parked in designated area for driver. If driver remarks that a vehicle may need maintenance/repair notify Transportation committee and/or Business Administrator as soon as possible.
10. Will maintain NSBC App and send push notifications as needed.
11. Will maintain list of fob and proxy card assignments in data base.
12. Will be backup for other support staff, as needed. When needed will answer phone calls and receive visitors with a helpful attitude.
13. Will help Ministers with their correspondence, as requested, especially proof reading.
14. Will assist Education/Family Minister with Sunday School Material (ordering, printing, delivering to
classrooms).
15. Will assist Education/Family Minister with filing and maintaining files of visitor cards.
16. Will keep Education/Family Minister informed of any follow up needed with visitors/members.
17. Will proof and process, in a timely manner, all DHR and background forms for all volunteers working with preschool, children, and youth. Keep records in data base of each person with completed background check and print reports of individuals that need updated DHR and background forms. Keep forms organized and filed in a designated area.
18. Will assist in gathering needed Activity Participation/Release forms for NSBC activities requiring such form for participants. Keep a record in data base of each person that has completed form and print reports showing individuals that have not completed forms. Keep forms organized and filed in a designated area.
22. Will pick up mail at the post office and street mailbox each morning and will drop mail at post office each afternoon, if required. Will maintain postage stamps and postage machine, by ordering supplies and will refill postage meter as needed.
23. Will help to ensure operation of equipment by keeping a list of telephone numbers for vendors and calling for needed repairs. Will reply monthly to current copy machine vendor (Stewart Organization) with the copy count.
24. Will coordinate completion and submit the Annual Church Report to the Shelby Baptist Association.
26. Will gather information from Benevolence cases (walk-ins & via telephone), verify information, screen case using Charity Tracker, and if case warrants further processing, send to Benevolence Committee.
27. Will provide support for all Church committees, teams, and leaders.
28. Will be a “team player” performing your tasks and assisting with others as needed.
29. Will understand that sensitive information collected during the fulfillment of duties MUST be kept
If this sounds like YOU, please email your resume with “Administrative Assistant" in the subject line to whittney@snellingbham.com or call 205-879-9950 for more information.
SNELLING is a full-service recruiting firm, placing candidates in temporary, temp-to-hire and direct hire positions in the Jefferson and Shelby County areas for 68 years. SNELLING is a drug free workplace and Equal Opportunity Employer. All inquiries are strictly confidential, and all search fees are paid by our clients. Contact us
Birmingham, AL
Jun 23, 2022
$60K/year
Full-Time