7/29/2019 Admin Assistant Job Description

1/3

Page 1

St. Thomas Anglican Church

Position Description - Parish Administrative Assistant

March 2013

St. Thomas Anglican Church is a community of leaders and disciples who aim to worship God, follow

Jesus, and to celebrate the ongoing work of the Holy Spirit in their lives. We understand that each personis unique, and so we offer a variety of worship styles, educational opportunities, and ways to beconnected. We believe that Jesus calls each of us to live and grow into the likeness of Christ (whichmeans that we model our lives after his).

At St. Thomas you will find sincere people who care about their neighbours and take seriously the call tofollow Jesus, to bring light to the world. St. Thomas is a place where barriers are broken, forgiveness and

love define us, and God is real.

We believe that God is calling us to seek, shape, and serve. We desire to seek God together in worship,be shaped as disciples through small group communities, and serve a world in need with the gifts God has

given us.

Position Purpose

St. Thomas Anglican Church is a vibrant and busy congregation. Services of varying styles occur weekly

and parish events occur practically every day and evening, both inside and outside the church.

The Parish Administrative Assistant works a 50% schedule (20 hours per week) and is the familiar faceand voice to those who contact the parish office as well as the one responsible for managing the day-to-day administrative operations of St. Thomas.

Key Responsibilities

Reporting to the Rector, the Parish Administrative Assistant must be a person whose work demonstrates a

sense of mission carried out to the glory of God. The incumbent is directed by St. Thomas vision and,with a dedication to thoroughness, is passionate about his or her service. First and foremost, being

sensitive to the people served by St. Thomas, the incumbent shows empathy, maintains confidentiality, isreliable, willing to learn, and respected. Specifically:

1. The Parish Administrative Assistant is almost always the first face seen when entering theadministrative offices of St. Thomas or the first voice heard when calling in. As such, the

incumbent will: Greet all visitors with a warm, friendly attitude with a view to satisfying their needs at this

first contact.

Maintain the currency of the outgoing voicemail message and frequently retrieve messagesand respond accordingly.

Monitor the parish e-mail account and respond to messages accordingly.

7/29/2019 Admin Assistant Job Description

2/3

Page 2

2. The Parish Administrative Assistant is responsible for dissemination of information through awide array of channels. As such, and in close consultation with the Rector, the incumbent will:

Be the lead resource in keeping the St. Thomas website (www.stthomsherwoodpark.com)current and relevant.

Prepare the bulletins for all services (Sundays as well as special) including the weeklyannouncement sheet.

Ensure the congregants of St. Thomas are appropriately informed of routine and specialevents. This is achieved through a variety of hard copy and electronic calendars, weekly e-mails, and the bulletin boards.

Prepare weekly prayer lists and ensure lay readers are provided with same. Ensure key groups (e.g. altar guild, musicians, custodial, pre-school) are appropriately aware

of events such as weddings, funerals, and baptisms.

Receive, judiciously duplicate, and electronically distribute the quarterly St. Thomas Timesnewsletter.

Lead the development and dissemination of the flower lists including special requirements forChristmas and Easter.

Lead the development and dissemination of the extended care worship schedule.3. Provide administrative support to the clergy, Corporation, and indeed the entire congregation of

St. Thomas. As such, the incumbent will:

Assume the role as secretary for Vestry meetings and congregational meetings, whichincludes all duties with preparing and distributing agendas, minutes, and related materials.

Ensure the weekly offerings are prepared and ready for submission to the money counters.Additionally, coordinate process for depositing the offerings into the bank.

Receive all invoices and requests for reimbursement and ensure the Rector has approvedbefore submission to the treasurer for payment.

4. As the Parish Administrative Assistant works fairly independently, many other duties arise withvarying frequency. As such, and while not an exhaustive list, the incumbent will:

Ensure the office environs of St. Thomas are adequately equipped to ensure efficientoperation.

Perform all duties related to booking church space (scheduling, insurance confirmation, feecollection, etc.).

Ensure keys are provided only to those with a genuine need and subsequently retrieved whenthat need ends. Additionally, the key register (including deposit) must be kept current.

Accurate accounting related to management of petty cash. Be the first point of contact and provide support to the operation of Colchester Cemetery.

7/29/2019 Admin Assistant Job Description

3/3

Page 3

Position Qualifications

Sympathetic to the goals of St. Thomas and understands the Christian mission and call Holds the necessary qualifications as determined by St. Thomas Corporation. Upholds the theological and ecclesiastical character of St. Thomas.

Possesses the primary spiritual gift of administration. Exhibits relation skills and is able to function as a team member. Expresses excellence though quality work, consistency, and dependability. Is detail-oriented. Is competent in English grammar. Is accurate in transaction processing. Is competent in the use of current office technology. Is computer literate in the areas of word processing, internet applications (website management),

e-mail, and database maintenance.