Position Summary
At Trinity Lutheran Church, our mission is to be Grounded and Growing in Christ with and for our community. Through worship, service, and connection, we strive to create a space where all can encounter God’s presence and be nurtured in faith. The Administrative & Financial Assistant provides essential administrative and organizational support to the church staff and ministries, and is responsible for recording and reporting all financial contributions with integrity, accuracy, and confidentiality. This role serves as the first point of contact for members and visitors, ensures the office runs smoothly, and safeguards the financial gifts of the congregation in accordance with church policies, legal requirements, and best practices. The Administrative & Financial Assistant is an hourly employee of the Church, reports to the Lead Pastor, and works collaboratively with the Treasurer, Finance Committee, and Church Council. Work hours are to be established by the Lead Pastor and the Personnel Team. Additional hours beyond the normal schedule must be preapproved by the Lead Pastor. Regular work attendance is required.
Summary of Duties
1. Office Management:
- Answer phones, greet visitors, and manage incoming and outgoing mail.
- Maintain and organize office supplies and ensure office equipment is functional.
- Manage key distribution and collection.
- Recruit, train and acknowledge volunteers who assist with administrative tasks and absences.
- Keep the office area clean and organized.
2. Communication:
- Draft, prepare and mail weekly bulletins, newsletters, announcements, and other correspondence.
- Assist in updating the church website and social media.
- Maintain a master church calendar, including both internal and external facility use.
- Facilitate communication between church leadership, staff, and the congregation. (including Blessed Alliance Lutheran Parish)
- Handle confidential information with discretion.
3. Administrative Support:
- Manage the church calendar, scheduling meetings, events, and appointments.
- Maintain accurate church records, including membership, baptism, new visitor information, marriage information, Sunday School and weekly worship services.
- Maintain and publish the monthly list of member assignments (ushers, lectors, etc)
- Develop and maintain mailing and email lists required by the Lead Pastor or committees.
- Compile the Annual Congregational Report.
- Create and maintain a paper and computer filing system.
- Collect relevant fees for facility usage.
- Maintain petty cash records.
4. Event and Program Support:
- Assist with the planning and coordination of church events, such as dinners, baptisms, and weddings and VBS.
- Place special flower orders for Palm Sunday, Christmas, All Saints Day etc.
- Solicit donors for weekly flower arrangements via the signup sheets.
- Prepare and send documents and materials for meetings and services.
- Support ministry leaders with their administrative needs.
5. Scheduling and Time Off
- Submit requests for time off in advance to the Lead Pastor and in accordance with the employee handbook.
- In the event of illness or emergency, notify the Lead Pastor as soon as possible- voicemail or text messages are acceptable.
Financial Duties
6. Fund Management & Offering Handling:
- Record all financial contributions, including offerings from worship services, mail, and electronic sources.
- Ensure that offerings are collected and counted by at least two unrelated individuals.
- Oversee the scheduling and training of offering counters.
- Ensure all funds are deposited promptly and safeguarded appropriately.
- Send thank you notes and gift acknowledgements as needed.
7. Financial Record Keeping & Data Management:
- Maintain accurate and up-to-date records of individual contributions, designated gifts, and other income.
- Provide year-end giving statements to donors for tax reporting purposes.
- Verify contribution reports, coordinate corrections as needed, and ensure all financial work is completed and stored on church-designated systems.
- Perform regular system backups and install updates as required.
8. Financial Reporting & Reconciliation:
- Report weekly contribution totals to the Treasurer.
- Provide regular reports on giving trends to the Stewardship and Finance Committees and Church Council.
- Reconcile records with the Treasurer at least quarterly and assist in preparing financial records for the annual audit.
9. Financial Confidentiality & Internal Controls:
- Maintain strict confidentiality of all financial and donor information.
- Uphold ethical standards and internal controls, including separation of financial duties.
- Ensure compliance with bonding/fidelity coverage requirements.
10. Financial Governance & Additional Expectations:
- Follow financial policies and procedures established by the Finance Committee and participate as invited in Church Council and Stewardship Ministry meetings.
- Support compliance with charitable giving documentation requirements.
Qualifications
- High school diploma or equivalent; additional education or training in office administration, bookkeeping, or accounting is a plus.
- Must be able to get Act 33 & 34 clearances and 171 if necessary
- Proven experience as an administrative assistant or in a relevant clerical role.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), office management software (e.g., databases, online calendars), Canva, and financial software is preferred.
- Excellent organizational and time management skills with the ability to prioritize tasks.
- Strong communication skills, both written and verbal.
- Ability to work independently with minimal supervision and as part of a team.
- A friendly and professional demeanor.
- High degree of integrity, discretion, and dependability; ability to handle confidential administrative and financial information with professionalism.
- This position should not be held by an immediate family member of theTreasurer. Written financial procedures and an ethics policy are expected to guide this role. The position is accountable to the congregation through the Church Council.
- The candidate must be willing to take on new responsibilities as the needs arise.
Pay: $16.00 - $18.00 per hour
Benefits:
People with a criminal record are encouraged to apply
Education:
- High school or equivalent (Required)
Experience:
- Clerical: 1 year (Preferred)
Work Location: In person
