Administrative Assistant - Family Ministries - PT

• Maintain and update records, enrollments, and volunteer clearances in Church Management System-Planning Center Online (PCO).
• Serve as Gatekeeper for Kids and Students to eSpace facility scheduling system - eSpace.
• Participate in the Calendar Keepers committee monthly.
• Oversee all vehicle reservations for Kids and Students
• Copy class rosters for Kids Midweek and Weekend Services weekly

• Help with Kids and Students Promotions in PCO annually.
• Process and approve credit card charges in Bill Pay. Approve for Kids. Update personal ACAC card charges for clearances.
• Process new families to get information to them about Kids (FTV workflow) and Students ministries – all programs
• Monitor and send ongoing communication with families such as Students monthly newsletter for families.
• Process, maintain and update clearances for the church. This includes volunteers, missions, and also employment clearances for staff. (Use the various clearance workflows.)
• Additional duties as assigned by Supervisor.

• Using the child dedications workflow in PCO, create forms and oversee registration process for child dedications.
• Communicate registration details to the Creative Arts department and ;to the Executive Assistant to Lead Pastor. i.e., begin registration 6 weeks prior to dedication dates and close registration 2 weeks prior to dedication date.
• Communicate with head elder(s) coordinating interviews as each family registers – providing contact information and PCO attendee status for clarification and/or confirmation.
• Compile list of parent(s) and child(ren)’s names with phonetic pronunciations for all approved families and provide to Creative Arts Department and Executive Pastors.
• Confirm details for dedication services with Creative Arts department; i.e., photographer, schedule, etc.
• Communicate details for dedication services to those dedicating children.
• Create a certificate for each child who was dedicated.
• Send photo(s) taken of each child’s dedication.

• Maintain records of payments for all programming and events.
  • Provide invoices for parents and congregants when requested.
  • Follow up regularly with parents to ensure complete and timely payments.
• Maintain documentation to process check requests, honorariums, or cash advances.
• Submit any bills and receipts to the Accounting department weekly.
• Track finances for Students summer missions trips in ACS and also for fundraisers.

• Answer and address or direct incoming phone calls in a polite and personable way.
• Assist in creating, reviewing, and editing outgoing communication.
• Act as lead communicator/liaison with the Quizzing and Battalion ministries.

• Participate in Staff Chapel, Staff Meetings, Staff Trainings, and other events as requested.

• Strategic Planning - Anticipate organizational needs and develop strategies for meeting them.
• Energy - Consistently maintaining high levels of activity or productivity; sustaining long working hours when necessary; operating with vigor, effectiveness, and determination over extended periods of time.
• Information Monitoring - Setting up ongoing procedures to collect and review information needed to manage an organization or ongoing activities within it.
• Managing Work (includes Time Management) - Effectively managing one’s time and resources to ensure that work is completed efficiently.
• Quality Orientation - Accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time.
• Team Development – Using appropriate methods and interpersonal styles to develop, motivate, and guide a team toward the successful completion of a program/project
• Work Standards - Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.

• Have a personal relationship with Jesus Christ.
• Model spiritual leadership and lifestyle consistent with the beliefs of ACAC.
• Attend ACAC services and promote the vision of the church.
• Complete the membership process of ACAC within 12 months of start date.
• Exemplify the Culture Keystones of ACAC.
• Ability to maintain confidentiality.
• Personal financial integrity.

• Basic efficiency in O365 Suite.
• Basic knowledge of Planning Center Online.

• Weekdays full-time hours; Special Events and weekends as requested.

• The position functions in a normal office environment that requires the ability to successfully interface with standard office equipment such as computers, printers, copiers, fax, telephones.
• Sitting, standing, walking, and occasionally climbing stairs are typical activities in this role.
• The ability to lift to 15 lbs. is required in this position.
• Talking (expressing or exchanging ideas by means of the spoken word) and hearing (perceiving the nature of sounds) are required.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.