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    Administrative Assistant - Toronto, Canada - PAOC

    PAOC
    PAOC Toronto, Canada

    Found in: Talent CA C2 - 1 week ago

    Default job background
    Permanent
    Description
    Job Description
    Applicants must submit a resume and cover letter to


    Accountable To:
    Treasurer & Associate Directors Category of Employment: Full Time - Salary ($40,000-$50,000 plus benefits)

    Office Hours:

    Sunday: 8:45 am - 12:45 pm Monday: 8:45 am - 4:45 pm Tuesday: 8:45 am - 4:45 pm Wednesday: 8:45 am - 4:45 pm Thursday: 9:00 am - 5:00 pm + Monthly board meetings and any emergency board meetings + Special events as required GKM Mission We are a family of believers that worships together, grows together, and shares the Good News of Jesus Christ.

    Job Summary This position consists of a professional overseeing the church office's administration functions.

    This person makes an effort to comprehend the diverse ministries of the Church, remains aware of opportunities for serving and volunteering, and diligently stays informed about upcoming ministry and Church events to best direct congregants.

    They are responsible for welcoming visitors during the week, coordinating meetings, directing various administrative projects, maintaining the church database, and providing essential support to the lead team.

    Administrative Responsibilities
    • Assist the lead team with administration needs such as scheduling and booking of rooms and events
    • Assist the lead team with administration for retreats, camps, and special events
    • Establish and maintain an efficient filing system for all records
    • Serve as Ministry leader for Child and Youth check-in teams
    • Responsible for administering the Police Vulnerable Sector Check procedure for all GKM staff and volunteers who minister to children under the age of 18 years
    • In partnership with the Finance Team, prepare annual tax receipts and distribute them by email or mail Data Management Responsibilities
    • Create and enforce policies for effective data management
    • Formulate techniques for quality data collection to ensure the accuracy and completeness of data
    • Maintain church database as accurately as possible, including keeping church membership current
    • Manage church attendance records of Sunday gatherings, including sanctuary, children, youth, young adults, and volunteers, using PCO
    • Input manual donations into Planning Center
    • Prepare and send reports to donors twice a year
    • Produce all statistical reports as required and requested
    • Support others in properly using data systems (Planning Center Online) Secretary of the Board Responsibilities
    • Faithfully note and record all of the business of the meetings of the Board of Directors and the Members
    • Conduct all correspondence on behalf of the Church arising out of such meetings
    • Carry out action items that arise from board and member meeting Schedule, coordinate, and publish the time and place for all meetings of the Board of Directors and of Members with due notice
    • Oversee the administrative tasks for the Annual Business Meeting and distribution of materials to members
    • Facilitate a welcoming environment for all meetings General Office Responsibilities
    • Recruit, train, and schedule volunteer receptionists
    • Facilitate a welcoming environment by keeping the office clean, playing worship music quietly, and engaging waiting guests
    • Answer the phone and direct calls to the appropriate person
    • Forward any web requests to the appropriate person
    • Welcome guests and direct appointments to appropriate people
    • Receive incoming mail (email & postal) and distribute it to the appropriate person
    • Post and drop off all internal mail
    • Clean, organize, and restock info desks, give centers, and guest lounge weekly
    • Order general office supplies and check inventory regularly, including communion supplies
    • Print and manage ministry certificates and booklets (Baby Blessings, Baptisms, Membership, Baptisms, etc.)
    • Oversee operation and maintenance of office printers This job description does not include every duty and responsibility required of an employee in this position.
    Therefore, additional duties may be assigned.

    Required Skills

    • Strong organizational and time-management skills
    • Demonstrates understanding of information and data management practices
    • Proficient in analyzing and drawing insights from data
    • Hospitable and friendly
    • Quick learner
    • Fluent in Microsoft Office suite (Word, Excel, PowerPoint) and Google Workspace applications (Docs, Sheets, Slides)
    • Willing and capable of learning Planning Center
    • Able to multitask and work independently
    • Problem-solving skills
    ● Comfortable and capable of praying with people

    Education Required
    Post-Secondary education is desirable.

    Experience Required
    At least 2 years experience in an administrative or similar role.

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