Part-Time Administrative Assistant to PCPC Foundation (Part-time)


Job Family

Administrative Assistant

Department

PCPC Foundation

Reports to

President of PCPC Foundation

Time Requirements

Part Time

Classification

Associate

PCPC Mission

To extend the transforming presence of the Kingdom of our Lord Jesus Christ in Dallas and to the world.

Job Family

Scope encompasses a department or ministry area. Performs both directed and self-initiated tasks for a function or ministry. Critical thinking and judgment required. Basic proficiencies required in competencies.

Purpose of Job

Provide administrative support for The PCPC Foundation and for Pete Deison, Associate Pastor at PCPC. Assist with the planning, coordinating, and implementation of Foundation business, programs, classes, and special events; facilitate timely communication to all involved, assist with financial tasks, and develop and/or assist with printed publications. Perform all work to the glory of God.

Individual Job Responsibilities

Abide in Christ

  • Dependent, abiding relationship with Christ personally expressed through the Five Statements of Identity

Administrative Support

  • Meet regularly with the President of the Foundation to discuss upcoming events and action points
  • Assist with any special projects and/or tasks
  • Anticipate and address upcoming needs
  • Locate, type, and/or revise teaching notes, handouts, and/or other documents for Pete Deison
  • Type lessons (often from pastor’s handwritten notes)
  • Locate lessons in file cabinets or in electronic files
  • Modify lessons from previous class notes (locate, then revise per instruction)
  • Type and print out wedding programs, insert in pastor’s wedding notebook
  • Locate information from internet, format into printable content, print and/or email
  • Prepare, print, and trim handouts/cards as requested (i.e., prayer cards, quotes, Bible reading schedules, etc.)
  • Coordinate teachers and teaching schedules for classes (eight times per year)
  • Prepare reading/teaching bookmarks for classes (eight times per year)
  • Build/update PPT documents for teaching (two - four times per year)
  • Prepare documents for PCPC Foundation Board meetings (approximately 10 documents per meeting; six meetings per year)
  • Electronically file all materials
  • File teaching materials, including handwritten notes; update paper files catalog spreadsheet
  • CD filing – add to CD catalog spreadsheet, label, and file in boxes in pastor’s office

Make purchases

  • Purchase books for classes, groups, and pastor
  • Purchase non-standard office supplies (i.e., padded envelopes for mailing books, thick paper for note card printing, and other specific items as requested by pastor; two to six times per year)
  • Coordinate printing with outside vendors for postcards, banners, posters, etc.
  • Purchase stamps
  • Purchase snacks, beverages for smaller meetings, classes (four times per year)

Write letters, mail, and/or ship correspondence and/or packages

Make copies

  • Copy documents/material and email to PCPCF Board members, as needed
  • Copy lessons for pastor’s classes (two to four classes per week)
  • Copy handouts or other documents for classes
  • Copy business documents for PCPC Foundation Board Meetings (approximately 10 documents per meeting, six meetings per year)
  • Copy reference material for pastor’s study (30 times per year)

Add links to PCPC Foundation website (eight times per year)

Make travel arrangements for pastor

  • Research and gather flight information, car rental, hotel options, and review with pastor
  • Make flight, hotel, car arrangements, utilizing frequent traveler numbers, provide Pastor with printed reservations

Research

  • As requested, find and print information on books, authors, or events

Event Planning (regular and special meetings/events)

  • Engage pastor to determine requirements
  • Coordinate location, décor, food, and volunteers
  • Submit reservation requests for events/meetings in EMS, which includes room(s), food/beverages, audio or video recording, etc.
  • Request online registration through Arena
  • Coordinate with church departments regarding any questions about event
  • Responsible for event staffing
  • Enlist and give instructions to volunteers; prepare room, registration, serve food, clean up, etc.
  • Be prepared to work event with volunteers, by self, or delegate to others

Prepare communications (or engage Publications Department)

  • Prepare postcards and/or handouts; mail
  • Write and send emails to volunteers and/or participants for events or classes
  • Prepare posters and/or banners
  • Track RSVPs or registrations
  • Communicate with any other event stakeholders

Financial Responsibilities

  • Track and categorize Foundation donations and grants (up to 200 per year)
  • When designated donation is made, ensure requested grant is included in next PCPCF Board Meeting donation/grant document for approval; ensure specific timing of grant that may be requested by donor is complied with
  • Prepare grant check request, obtain President’s or Treasurer’s signature, submit to Accounting for payment
  • Follow PCPC Foundation process map
  • Submit personal and President/Pastor’s expenses to Accounting Department in a timely manner
  • Prepare and submit monthly credit card reconciliation report
  • Prepare and submit monthly mileage reimbursement documents
  • Prepare and submit Employee Expense Reimbursement report (approximately six per year)
  • Submit check requests for non-employee reimbursement (approximately six per year)
  • Submit invoices for payment (approximately nine per year)
  • Manage expenses for events in a timely manner
  • Ensure pastor is aware of and approves all expenses Ensure all invoices are received in a timely manner
  • Download PCPC Foundation statements monthly and distribute to PCPCF President, Treasurer
  • Request Foundation account transfers as requested by PCPCF President or Treasurer

Communication Responsibilities

  • On pastor’s behalf, communicate with congregation members, board members, other organizations
  • Update pastor’s email groups on iCloud, Outlook, and Arena
  • Coordinate teaching schedule changes as requested
  • Call meetings for pastor, remind attendees via email or phone (monthly), track RSVPs
  • Keep pastor aware of all PCPCF donations
  • Communicate with PCPC recipients of grants; inform recipients of process and status

Education and Experienced Required

High-School degree required; some college preferred. Experience with Arena Church Management System database preferred. Must be proficient in Microsoft Office (Word, PowerPoint, Outlook) and possess solid computer skills. Able to lift up to 20 pounds. PCPC membership is preferred.

  • Must possess excellent communication, interpersonal, and writing skills
  • Must exhibit high professionalism
  • Must have working knowledge of standard financial statements
  • Experience in multi-tasking with competing priorities is necessary
  • Knowledge of Foundation operations will be beneficial
  • Must take initiative; be proactive and resourceful

Job Complexity

  • Position often requires tenacity to move timelines to completion
  • Ability to accomplish projects with minimal supervision
  • Capable of building relationships with PCPC members, volunteers, and staff personnel
  • A large volume of very different types of tasks that are not repetitive

Work Environment

  • Normal office and church environment
  • Standard office hours and days (15 hrs/wk)
  • Highly relational and people intensive
  • Christ-centered

How to apply

Please email your cover letter and resume to [email protected]. Please note the job for which you are applying in the email. Thank you.