Administrative Assistant- Church at Nolensville

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The Administrative Assistant is responsible for providing professional administrative support and financial assistance for the Campus and Teaching Pastor and pastoral staff, event support to the Facility Manager, and serving as administrative manager of the church office. They will assist the Brentwood Baptist Church business and finance office in maintaining the Church at Nolensville’s general ledger and financial records, prepare financial reports as necessary, and reconcile credit card month end statements.

 

PRIMARY JOB RESPONSIBILITIES may include but are not limited to the following:

Administrative Support

·       Making and returning phone calls as directed by the Campus & Teaching Pastor.

·       Handle requests of the Campus & Teaching Pastor (i.e. appointments, arranging travel, logistics, email, etc.).

·       Process incoming and outgoing mail and providing timely responses.

·       Participate in staff planning meetings.

·       Work with Discipleship and Connections Ministry AA to maintain accurate church records, including attendance, membership, baptismal, marriage, newsletter or special mailing lists, etc. 

·       Work with Discipleship and Connections Ministry AA to maintain current membership information, inventory, calendar, and other information, into Ministry Platform.

·       Maintain current lists of church members who are in the hospital, special prayer requests, deaths, births, and other important events.  E-Mail/Mail as appropriate from the church.

·       Work with Discipleship and Connections Ministry AA to maintain New Member on-boarding, including working with Connection Minister and PLACE coordinator to ensure all membership milestones are accurately recorded.

·       Order/maintain office and administrative supplies as it relates to the operations of the church office.

·       Order supplies requested by pastoral staff for separate programming as requested.

·       Prepare and maintain quarterly reports for the church, minutes from quarterly business meetings, and other special projects as directed by Campus & Teaching Pastor

·       Attend Quarterly Staff Meetings held at the Brentwood Baptist Church campus.

·       Attend quarterly training sessions held at the Brentwood Baptist Church campus.

·       Maintain church master calendar of events and inform report changes at weekly staff meeting and church volunteers.

·       Draft administrative correspondence on behalf of the Campus & Teaching Pastor

·       Provide weekly, monthly and annual reports and calendars, resolving conflicts within scheduling and providing accurate information for all communication.

·       Maintain an office atmosphere that is representative of 1 Cor. 14:40 (“everything must be done decently and in order”) along with having a basic understanding of people and how to tactfully handle sensitive and difficult situations.

·       Other duties as assigned by the Campus & Teaching Pastor.

 

Financial Support

·       Receive, count, secure, and prepare weekly tithes for deposit.

·       Collect, organize, and enter receipts from Bank of America Cardholders into the online system to be approved by individual card holders and their supervisors.  This will be done monthly.

·       Maintain-secure credit card(s) used, keeping necessary receipts and filing monthly reconciliation.

·       Report status of individual ministry budgets on a monthly basis at a weekly staff meeting – specifically if expenditures exceed budget allowances.

·       Inquire and/or follow-up on issues relative to vendors or billings upon the request of the pastoral staff or Business Administrator from the Brentwood Baptist Church campus.

·       Receive scheduled deliveries and allow repairmen access to facilities during regularly scheduled work hours.

·       Upon approval of pastoral staff the expense is related, prepare the necessary monetary reimbursements for members serving as volunteers who purchase goods/supplies in support of said ministry.

 

Facility Management Support

·       Utilize e-Space for recording of campus events as well as working with ministers, key leaders and facilities to ensure all events flow smoothly and without conflict. Events include, but are not limited to, on-campus discipleship classes, catalyst events, conferences, funerals and weddings.

·       Maintain open line of communication with Facility Manager with regard to all details concerning event planning, ensuring problem avoidance whenever possible.

 

Other Responsibilities

·       Attend monthly All-Staff Meetings held at the Brentwood Baptist Church campus.

·       Attend quarterly training sessions held at the Brentwood Baptist Church campus.

·       Prepare annual calendar of campus key dates and inform report changes at weekly staff meeting.

·       Maintain an office atmosphere that is representative of 1 Cor. 14:40 (“everything must be done decently and in order”) along with having a basic understanding of people and how to tactfully handle sensitive and difficult situations.

 

COMPETENCIES AND TRAITS:

In addition to the specific responsibilities required for this role, Brentwood Baptist Church also seeks candidates that possess some general competencies and behavioral traits that enhance the effectiveness of our staff.

Management

·       Effective in directing both resources and volunteers towards the accomplishment of goals

·       Maximizes personal effectiveness by focusing on “must-dos” tasks

·       Anticipates/avoids problems or formulates creative solutions

·       Makes timely decisions that produce quality outcomes

Team Contribution

·       Demonstrates flexibility, adapts well to changing priorities or situations

·       Self-directed and proactive in accomplishing tasks without significant oversight

·       Is willing to take on additional responsibilities with a “can-do” attitude

·       Collaborates well with others to accomplish group tasks

Team Communication

·       Clearly conveys expectations and priorities to volunteers

·       Uses written and verbal communication in a way that accomplishes intended results

·       Adheres to commitments, schedules and deadlines

·       Functions well in a team environment, regularly shares information and solicits feedback from others

Pastoring/Shepherding

·       Demonstrates Christ-likeness and a commitment to personal spiritual growth

·       Leads volunteers by serving and not by asserting control

·       Utilizes emotional intelligence, is emotionally available to those he/she leads

·       Invests in the development of others around him/her

Self-Development

·       Prioritizes and accomplishes self-development goals

·       Demonstrates an ongoing commitment to obtaining the KASH (knowledge, attitude, skill and habits) necessary to be successful in this role

·       Teachable spirit with a desire to learn and grow

·       The gap between the current job description and the employee’s current abilities is appropriate and allows for future growth

 

QUALIFICATIONS

  • An intimate and growing personal relationship with Jesus Christ as evidenced by biblical fruit-bearing and daily habits of spending time with Him and His Word, as well as a commitment to biblical accountability through relationships with mature believers
  • Align comfortably with the mission, vision, values, goals and strategies of Brentwood Baptist Church
  • A desire for servant-based leadership and grace-filled interaction with people.
  • An exemplary reputation and capacity to deal in all matters of confidentiality.
  • A commitment to honest, transparent, and consistent communication.
  • Be teachable and committed to self-development.
  • Experience working in complex organizations where people and systems combine to create innovative, flexible, and result-oriented environments.
  • Personal flexibility and willingness to accept change, including working within a unique multi-campus church dynamic.
  • Exceptional organizational and project management skills with consistent and extraordinary attention to details.
  • The ability to organize and communicate clearly in document form.
  • Knowledge and experience with technology-based tools including web, social media, and publishing (Microsoft Office and/or the like).
  • The ability to learn new systems, such as Ministry Platform (church membership database), Intacct (Accounts Payable) and eSpace (Scheduling/Facility Use).
  • A track record of dependability and trustworthiness regarding handling finances.
  • Completion of Notary certification within the first year of working in the position.

 

EDUCATION & EXPERIENCE:

·       A Bachelor’s degree is preferred. 

·       Experience in secretarial and administrative tasks. 

·       Computer literate and accurate typing, 55+ wpm.

·       Organizational skills and detail oriented. 

·       Dependable, discreet, friendly, professional, and neat.

 

All campuses function under the governance of Brentwood Baptist Church. Each campus is an established entity operating as a whole and permanent part of Brentwood Baptist. Each maintains pre-determined alignment characteristics that uphold the Brentwood Baptist “DNA” while also containing some contextualized characteristics to allow it to best reach its target local community.  Every staff member is an employee of Brentwood Baptist.

Brentwood Baptist Church is an EEO employer - M/F/Vets/Disabled
 
 
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