FPC Administrative Assistant

FIRST PRESBYTERIAN CHURCH (PCA)

Jackson, Mississippi
 

“First Presbyterian Church exists to glorify God by making disciples in our neighborhood, our communities, and the world”

Job Description for Administrative Assistant to the Executive Minister

OVERVIEW AND MISSION OF FIRST PRESBYTERIAN CHURCH

First Presbyterian Church of Jackson exists to glorify God by making disciples in our neighborhood, our communities, and the world. In His providence, God has placed us on the corner of North State and Pinehurst Streets, in midtown Jackson. We resolve to be good neighbors and gospel witnesses in the neighborhoods around our church campus. We draw members and visitors from the entire metro-Jackson area. We will continue to make disciples in our city by equipping believers to live for Christ in their homes, their workplaces, and in their neighborhoods across our region. For more information please visit our website, First Presbyterian Church.

JOB SUMMARY

First Presbyterian Church is seeking an organized, servant-hearted Administrative Assistant to the Executive Minister and the Discipleship Department. This position provides administrative and organizational support to the Executive Minister, the Minister of Discipleship, and related ministry areas, and plays a vital role in supporting church operations, Session administration, discipleship ministries, and internal communications. Responsibilities include coordinating schedules, managing records, assisting with meetings and events, supporting Sunday Schools, D Groups, and Bible studies, and handling day-to-day administrative responsibilities with professionalism and discretion.

The Administrative Assistant also serves as a collaborative support resource for various ministry departments, works alongside the Executive Assistant to the Senior Minister on many tasks, and helps ensure the smooth and effective functioning of church leadership and ministry operations.

The ideal candidate is detail-oriented, flexible, and able to manage multiple priorities, with a genuine desire to serve the mission and ministry of the church.

This is a full-time position. The anticipated schedule is three and a half (3.5) days per week supporting the Discipleship Department and one and a half (1.5) days per week supporting the Executive Minister.

KEY RESPONSIBILITIES

Discipleship Department Support (approximately 3.5 days per week)

Ministry Support

· Assist with forward planning for upcoming discipleship programming and events.

· Participate in weekly Discipleship Team meetings.

· Manage the Minister of Discipleship’s calendar.

· Communicate with the Discipleship Committee and its Chairman as needed.

Planning and Events

· Manage Planning Center entries for all small and large group ministries, committee meetings, Sunday School setups, and special events.

· Coordinate logistical planning, booking, registration, and purchasing for discipleship events, including Midweek Kickoff, One Sunday, Stand, and quarterly Women’s Ministry events.

Sunday Schools, Small Groups, and Bible Studies

· Coordinate with Sunday School leaders regarding training, attendance, teacher and curriculum planning, and substitute teacher needs.

· Enlist and process new sign-ups for Bible studies and Sunday Schools.

· Maintain rosters and track attendance for Sunday Schools, D Groups, and Women’s Bible Studies within Shelby or other church database systems.

· Print and distribute materials for Bible studies and Sunday Schools as needed.

Communications

· Ensure discipleship events are announced appropriately through church communication channels by established deadlines.

· Submit communications requests to the Communications Department.

· Prepare and send mass communications for discipleship events.

· Communicate with staff and volunteers, including reminders for committees, planning meetings, and D Group leaders.

Finance and Administration

· Track and process invoices, reimbursements, honoraria, and deposits for the Discipleship Department.

· Assist with tracking the Discipleship Department budget.

Executive Minister Support (approximately 1.5 days per week)

Calendar and Administrative Support

· Coordinate churchwide calendar scheduling, including the Executive Minister’s calendar and various Session committee meetings.

· Provide clerical and administrative support related to staff meetings, staff trainings, written communication, premarital counseling coordination, and travel arrangements.

· Assist the Executive Minister with Sunday worship preparations.

· Proofread church publications, including the bulletin, First Word, First Epistle, and other communications as requested.

· Complete monthly credit card and expense reconciliations for the Executive Minister’s office.

Session, Officer, and Church Records

· Work with the Executive Assistant to the Senior Minister to track monthly church statistics, including new members, baptisms, communicants, deaths, and dismissals, for annual denominational reporting.

· Work with the Executive Assistant to the Senior Minister to maintain and update policy manuals, approved preacher lists, job descriptions, and officer records.

· Serve as the point person for coordinating the annual Joint Officers Retreat.

Office Coverage

· Serve as backup support for the Senior Minister’s office staff when needed.

· Relieve receptionist switchboard duties as scheduled or needed.

· Assist with additional tasks and projects as assigned by the Executive Minister.

· Serve as a collaborative support resource for other ministry departments as needed.

TERMS OF EMPLOYMENT

· This position reports to the Minister of Discipleship and the Executive Minister.

· Regular work schedule is Monday – Friday, 8am - 4:30pm. 

· Occasional evening or weekend hours may be required to support discipleship events.

· Employment is contingent upon successful completion of a background check and any other required screening processes.

· The church reserves the right to modify duties, responsibilities, schedules, or assignments as needed.

COMPENSATION AND BENEFITS

The Administrative Assistant is offered an annual salary, payable in 26 equal bi-weekly installments. FPC Jackson provides a comprehensive benefits package that supports their well-being and financial security. Benefits available to eligible full-time staff members include:

Medical, Dental, Vision insurance

Life insurance

Retirement (after one year of service)

Paid time off

Opportunities for professional development

A summary of all available benefits will be available once a candidate begins to proceed in the interview process.

KEY QUALIFICATIONS AND ATTRIBUTES

·  A servant-hearted attitude and genuine desire to support the mission and ministry of the church.

· Excellent organizational skills with the ability to manage multiple priorities, deadlines, and supervisors.

· Strong attention to detail and accuracy in administrative and financial tasks.

· Strong written and verbal communication skills.

· Experience planning events and coordinating volunteers is preferred.

· Ability to work both independently and collaboratively within a team environment.

· Flexibility and willingness to assist in a variety of administrative and ministry support functions.

· Friendly professionalism in interactions with staff, officers, members, volunteers, and visitors.

·  Ability to maintain confidentiality and exercise discretion with sensitive information.

· Proficiency in Microsoft Word, Excel, and Adobe Acrobat, and Google Workspace (Gmail, Docs, Sheets, Drive and Calendar).

· Basic understanding of web-based software and church database systems; experience with Planning Center or Shelby preferred.

· Commitment to supporting the mission and values of First Presbyterian Church.