Job Openings

 Part Time (12 hours weekly) Church Administrative Assistant 

Primary Duties include general office clerical work, answering of phones, watching security monitors and controlling access to the building. In addition, gathering mail and responding to email inquiries regarding church business.

General office filing work, assisting in managing the pastors calendar and schedule.

Some financial interactions and record keeping will be required of this position. However, No financial decision making is necessary for this position.

Applicants should be familiar with Microsoft office products, with an emphasis on Word. Knowledge of Church Windows (administrative program) a plus. Applicants will also be required to publish the weekly Church Service Bulletin.

Hours are Monday, and Wednesday through Friday from 9a12p. Hours may be increased depending on the season (Easter, Christmas, Peanut Brittle). Twelve hours of paid time off will be available per calendar year. 

Hourly wage is $18.00. Please inquire at First Presbyterian Church. Applications will be available on www.1stpreslockport.orgYou do not have to be a member to apply, however church members are also encouraged to apply. A nondisclosure agreement will be required for whomever is offered the position. 

 

Administrative Assistant Duties include:

 

  • Turn on lights, computer and copier, fax and security monitor. 
  • Check the top of the desk and mailbox for anything dropped off overnight or on the weekend, and distribute as needed. Check fax and answering machine for messages, distribute as needed. Check email and print anything that needs to be printed for reference or distribution. 
  • Review all mail with Rev. Hardy and distribute as needed.
  • Provide secretarial and clerical support for Head of Staff (Pastor), all program staff, church boards, and committee chairpersons, at direction of the Head of Staff.
  • Monitor the security terminal in the office and respond to the intercom system for people requesting entrance to the church facility.
  • Answer the telephone, take messages, and assist program staff with follow-up communications. Monitor the answering machine, all email correspondence and respond in a timely manner via phone or email.
  • Participate in staff meetings as requested by the Head of Staff.
  • Publish bulletins for Sunday and special worship services, funerals, weddings as requested by the Head of Staff, other program staff, and visiting pastors. Create and send out materials for weekly liturgists. Create Fliers and other presentations for staff and committees.
  • Maintain church calendars (monthly, weekly, Google, etc). Update the calendars and newsletters on the church website and facilitate other internet communications as requested by the Head of Staff or other program staff.
  • Accept and forward to the Session any request for new membership, transfer of membership, baptisms, weddings, funerals, etc. Maintain church registry books. Maintain the current membership database in Church Windows Program.
  • Order office supplies, kitchen supplies, worship supplies, Christian Education supplies or other supplies as directed by the Head of Staff, program staff, and any committee chairperson.
  • Maintain files for church committees and boards. Assist church committees and boards with typing, creating and posting sign-up sheets, and any other clerical matters.
  • Maintain communications with the Kenan Center personnel.
  • Notify the Head of Staff (Pastor) and Chairperson of the Personnel Committee if you have any issues or concerns while carrying out your duties.

 

Office Administrative Assistant 

  1. Purpose 

The Office Administrative Assistant works with the staff and volunteers of First Presbyterian Church to ensure that the church office is run efficiently and all matters are transacted and documented. 

  1. Employment Term and General Provisions 

The office manager is accountable to the Head of Staff (Pastor), the Personnel & Administration Committee, and the Session in accordance with the Employee Handbook and the Policies of the Church. 

  1. Responsibilities
  1. Provide secretarial and clerical support for all program staff, the church boards, and committee chairpersons at the direction of the Head-of-Staff. 
  2. Monitor the security terminal in the office and serve as an emergency contact for the alarm company during the off hours. 
  3. Staff the security intercom system for people requesting entrance to the church facility. 
  4. Answer the telephone, take messages, and assist program staff with follow-up communications. 
  5. Monitor the answering machine, all email correspondence and other electronic communication, and facilitate the response to the same. 
  6. Sort and distribute all daily mail. 
  7. Publish bulletins for Sunday and Special worship services, funerals, and weddings as requested by the Head-of-Staff, other program staff, and visiting pastors. 
  8. Publish church newsletters on a monthly basis or as requested by the Head-of-Staff
  9. Create fliers and other presentations for staff and committees.
  10. Maintain church calendars (monthly, weekly, Google). 
  11. Update the monthly calendars and newsletters on the church website and facilitate other internet communications as requested by the Head-of-Staff or other program staff. 
  12. Establish and maintain an effective e-mail system to all church members and subsystems for church officers and committee members. 
  13. Create and send out materials for weekly liturgists. 
  14. Participate in staff meetings as requested by the Head of Staff. 
  15. Prepare the office report and other necessary reports as requested by the Head of Staff or Clerk of Session for Session meetings. 
  16. Prepare the annual program calendar for the planning meeting, taking any changes after the planning meeting and creating a program calendar for distribution to the members of the church. 
  17. Obtain church related clippings from the US&J. 
  18. Accept and forward to the Pastor, and Clerk of Session any request for new membership, transfer of membership, baptisms, weddings, funerals, etc. 
    1. Collect and record membership data (births, deaths, weddings, new members, address/phone changes, join/removal requests, groups, classes, committees etc.
    2. Record changes in the church management software program, church record books, and notify pastors coordinating pastors & Clerk of Session (ex: transfer of membership).
  19. Order office supplies, kitchen supplies, worship supplies, Christian Education supplies or other supplies as directed by the program staff, the Head of Staff, and any committee chairperson. 
  20. Assisting church committees and boards with typing, creating and posting sign-up sheets, and with other clerical matters. 
  21. Preparing packets for monthly Session meetings. 
  22. Maintain files for church committees and boards. 
  23. Maintain church archives and ensure key documents are placed in the church vault or with the church archives. 
  24. Oversee the phone system, copier and fax, to ensure that they are in working order. 
  25. Assist the Clerk of Session in creating the church annual report. 
  26. Troubleshoot computer software questions and problems for staff. 
  27. Maintain communication with the Kenan Center personnel 
  28. Act as the administrator of the security system, security access and church keys. 
  29. Perform other duties as assigned by the Head-of-Staff, Personnel Committee, or Session. 

 

Part Time (8-10 hours weekly) Church Financial Administrative Assistant 

Primary duties include general bookkeeping and accounting. Will be responsible to pay church expenses and keep track of incoming receipts (donations/offerings). Skill in use of Microsoft products Word and Excel required. Knowledge of Administrative Programs SAGE and Church Windows a plus. 

Will also be responsible for basic payroll tracking and submission to the church’s payroll company. 

Applicants will not be responsible for any financial decisions but will work closely with the Head of Staff (Pastor), the Church Treasurer, and various church leadership committees. Applicants will be required to provide financial reports to committees and/or the Session monthly as requested so that financial decisions may be made in a timely manner.

Hourly wage is $18.00. Please inquire at First Presbyterian Church. Applications will be available on www.1stpreslockport.org. You do not have to be a member to apply, however church members are also encouraged to apply. A non-disclosure agreement will be required for whomever is offered the position.

Hours are 9-12 Tuesdays, with others at applicant’s discretion, totaling 8-10 hours per week. Evening attendance required once per month for the Finance Team meeting. Remote work will be considered.
Financial Administrative Assistant Duties Include:

 

  • Handle all check requests and meet with the Treasurer weekly for signature(s).
  • Authorize and monitor all church credit card usage and statements.
  • Handle accounts payable and receivables utilizing the computerized bookkeeping system.
  • Document all income and expenses, including payroll, taxes, congregational contributions, quarterly statements, monthly financial statements, checking and savings accounts, and monthly, quarterly and annual reports for all designated funds.
  • Prepare and deliver a report to the Finance Committee before their monthly meeting.
  • Prepare and deliver a report if requested to the Session before their monthly meeting.
  • Assist the Clerk of the Session with the creation of the church annual report.
  • Attend monthly Finance Committee meetings as staff liaison and attend Session meetings as requested.
  • Notify the Head of Staff (Pastor) and Chairperson of the Personnel Committee if you have any issues or concerns while carrying out your duties.

Office Financial Administrative Assistant 

 

Purpose

The Office Financial Administrative Assistant works with the staff and volunteers of First Presbyterian Church to ensure that the church office is run efficiently and all financial matters are transacted and documented. 

Employment Term and General Provisions

The office financial assistant is accountable to the Finance Committee, Church Treasurer, Head of Staff (Pastor), the Personnel & Administration Committee, and the Session in accordance with the Employee Handbook and the Policies of the Church. 

Responsibilities: Clerical

  1. Staff the security intercom system for people requesting entrance to the church facility while in the office. 
  2. Answer the telephone, take messages, and assist program staff with follow-up communications, while in the office. 
  3. Monitor email correspondence and other electronic communication, and facilitate the response to the same.  
  4. Maintain Church Online Calendar in Coordination with the Office Administrative Assistant. 
  5. Troubleshoot computer software questions and problems for staff. 
  6. Participate in staff meetings as requested by the Head of Staff. 
  7. Prepare the office financial report and other necessary reports as requested by the Finance Committee, Treasurer, Head of Staff, or Clerk of Session for Session meetings. 
  8.  Assist the Clerk of Session, Finance Committee, and Treasurer  in creating the church annual report. 
  9. Perform other duties as assigned by the Head-of-Staff, Personnel Committee, or Session. 

 

Responsibilities: Financial

Coordinate with the Church “Counters” (members designated to count income) in regards to:

    1. Weekly donations 
    2. Alternative income (Peanut Brittle Sales, FLOM event income, Holiday Flower sponsorship, etc.
    3. Utilize the computerized bookkeeping system to prepare and document all income and expenses, including but not limited to:
    1. Payroll
    2. Congregational (charitable) contributions
    3. Alternative income
    4. Quarterly statements for Charitable contributors
    5. Monthly financial statements
    6. Banking and investment accounts
    7. Quarterly, monthly and annual reports for any designated funds.

Coordinate with the Treasurer to:

    1. Review Weekly Income & Expenses
    2. Review Phinney Report & Investment Account Statement
    3. Provide the Treasurer with checks and supporting paperwork, ready for his/her review and signature.  

Provide the Treasurer with a list of invoices paid electronically with supporting paperwork.  

  1. Submit staff payroll hours to the payroll company by the due date for each pay period.  Track hours worked, and PTO hours for all hourly staff.  Provide Payroll reports to the Finance Team on a monthly basis. 
  2. Administer church and electronic funds transfer programs (Paypal, Venmo, Vanco, etc.)
  3. Process Credit Card Transactions upon request.  Transactions will include monthly offerings, and purchase of various goods (peanut brittle, FLOM event fees, etc)
  4. Disperse Petty Cash as needed: document for proper petty cash accounting.
  5. Assist Pastor or other Designated Volunteer in Church Fundraising efforts.  Track income and expenses for fundraisers and provide a report at the conclusion of the fundraiser.
  6. Ensure all expenses are approved by a Staff Member or Committee Head.  If warranted, two signatures may be required. All Staff & Committee Heads must provide the title of the budget line to which the expense will be attributed.
  7. Reconcile monthly bank statements, credit card statements, accounts with vendors (ie: Amazon, WB Mason) and investment statements.  
    1. Inquire with staff if receipts for purchases have not been submitted, prior to Credit Card payment due date. All receipts must have supporting documentation, approval signatures, and budget lines noted.  
    2. Inquire with staff if receipts for vendors (ie: Amazon) have not been submitted.  Ensure that supporting documentation & budget lines are provided by staff.
  8. Utilize Church Database programs to maintain membership, donations, and accounting records. 
  9. Maintain financial record keeping for church committees and boards. 
  10. Provide Monthly (Committee based) Income & Expense reports for all committees, prior to their meeting on the first Tuesday of each month
  11. Provide Monthly (Church-wide) Income & Expense Reports for the Finance Committee. Provide invoices for expenses upon request (ie: NYSEG). 
  12. Attend monthly Finance Committee meetings.  Attend the Session meeting upon request. 

 

http://1stpreslockport.org/wp-content/uploads/2024/01/Employment-application-1.pdf