Administrative Specialist

Job Summary

We are seeking a highly organized, detail-oriented, and mission-driven part-time Administrative Specialist to support the daily operations and ministry of our church. This position serves as the central administrative hub of the organization, ensuring that office systems run smoothly, records are maintained with accuracy and integrity, and communication flows effectively among staff, ministry teams, and the congregation.

While the primary focus of this role is office administration and official church recordkeeping, the position also supports data management, reporting, and volunteer coordination efforts that strengthen the church’s overall effectiveness and community engagement.

The ideal candidate brings a strong administrative background, excellent organizational and communication skills, and the ability to manage multiple priorities with professionalism and care. This individual should be comfortable working independently while collaborating with staff and volunteers in a dynamic, faith-based environment.

Key Responsibilities

Office Administration (Primary Focus)

• Serve as the primary point of contact for the church office, responding to phone calls, emails, and in-person visitors with professionalism and hospitality
• Manage and maintain the church calendar, including facility scheduling, event coordination, and meeting logistics
• Provide administrative support to the pastor and ministry leaders
• Attend official church meetings as requested to take minutes
• Maintain and safeguard official church records, including membership, baptisms, marriages, funerals, and other key documents
• Ensure compliance with church bylaws and established record-keeping practices
• Organize and maintain both digital and physical filing systems for efficient access and long-term preservation
• Process incoming and outgoing mail and handle general correspondence
• Monitor and manage office supplies, coordinating equipment maintenance as needed
• Support the preparation of reports, documents, and communications for congregational and leadership use
• Other Duties as assigned

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Data Management & Reporting Support

• Enter, update, and maintain accurate data within church management systems and databases... assist with data transfer during upgrades (e.g., spreadsheets, Realm, FileWorks, Salesforce, or similar platforms)
• Ensure data integrity, consistency, and accessibility across systems
• Utilize Microsoft Excel or Google Sheets to organize information, generate reports, and support basic data analysis (including pivot tables where applicable)
• Assist with data collection and reporting needs for ministry teams, committees, and leadership
• Perform basic calculations related to attendance tracking, engagement metrics, or financial/operational reporting
• Help streamline data processes to improve efficiency and accuracy

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Volunteer Coordination & Engagement Support

• Assist in coordinating volunteer schedules, assignments, and communications
• Establish and maintain up-to-date volunteer records and engagement tracking systems
• Support onboarding and training logistics for new volunteers
• Help promote volunteer opportunities in coordination with Media Specialist
• Foster positive, ongoing relationships with volunteers through clear communication and administrative support

Qualifications

• Minimum of 2 years office experience in administrative, data, or volunteer management with strong organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace (Docs, Sheets, Drive, Calendar), and Apple software and cross platform functionality.
• Excellent phone communication skills coupled with proper phone etiquette.
• Bilingual abilities are a plus for effective client communication in diverse settings.
• Demonstrated ability to handle confidential information responsibly while maintaining professionalism.
• Strong typing skills, data entry accuracy, and proofreading capabilities required for document preparation.
• Experience in a church, nonprofit, or community-focused organization preferred, or willingness to learn church operations.
• Join us as an Administrative Specialist where your energy, organization skills, and dedication will make a meaningful impact every day!

Pay: From $22.00 per hour

Expected hours: 16.0 – 20.0 per week

Work Location: In person