Cottonwood Creek Baptist Church Job Description

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Cottonwood Creek Baptist Church Job Description Job Title:

Administrative Assistant, Worship & Arts/Missions/School of Fine Arts

Division/Department:

CCBC/Full Time Position

Reports To:

Worship & Arts Pastor/ Missions Pastor/CCSFA Director

Job Summary: Provide administrative support to the Worship & Arts Ministry, Missions Ministry and School of Fine Arts in all aspects of departmental functions, maintaining discretion and initiative to further the interests and visions of the ministries. Be able to cross ministerial lines and interact with the staff, community, and church members while remaining flexible, proactive, resourceful and efficient with a high level of confidentiality. Overall Function for Administrative Assistant: 

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Understand the culture of working in a church setting. Understand the “business culture” to help accomplish daily and weekly tasks, but be able to understand the “church culture” to support the needs that come to our team. Be able to perform administratively, but also understand the vision of the church and ministry. Will need to support our team and ministry from a biblical perspective. Build an atmosphere of positivity, encouragement, and teamwork. Lead the ministry team administratively with excellence, always improving and looking to take the initiative for the team. Be open to support the ministry with new opportunities as they present themselves to our team. Highly skilled and motivated to work individually and with a large staff Highly organized to lend administrative help to entire team – individually and collectively

Essential Functions for Worship & Arts Ministry: 

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Understand the vision and direction of the Worship & Arts Ministry and administratively support the entire team in achieving their vision (Worship & Arts Ministry Team includes Vocalist, Instrumentalist, Technical Arts, and Next Generation Worship Ministry) Computer Skills o Proficient in Microsoft WORD, EXCEL, PowerPoint, and Publisher o Proficient in Google Calendar, Email, and Docs o Learn and become proficient with Planning Center Online o Create publications for newsletters, announcements, post cards, publicity o Learn and become proficient with Social Media for ministry team publicity o Printing and faxing documents Organizational Skills o Coordinator of events, calendar, vocal teams, instrumentalists, and special events o Oversee the maintenance of all records for the department and the music library (old and new music)

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o Attend weekly planning meetings and Wednesday worship choir rehearsals o Reserve and prepare rooms for weekly rehearsals for vocal and band rehearsals o Create plan for recruiting and bringing in new members to the Worship & Arts Ministry  Follow up with new guests from visiting our church, visiting rehearsals, and showing interest in our ministry  Keep attendance at all rehearsals and follow up with special needs from rehearsals o Assist the worship team in all special activities o Prepare and communicate announcements to Creek Guide systematically through the year o Answer all incoming departmental calls and take messages when appropriate o Order weekly staff supplies and as needed per individual o Assist the Worship Leader with budget items o Send birthday cards and in-reach cards to ministry o Maintain departmental outreach material in the Atrium and in new member packets o Maintain and update information on each ministry’s web pages o Prepare and communicate daily ministry updates through Social Media o Support other Administrative Assistants in general office duties as needed o Handle special assignments and/or tasks, as assigned by the Worship & Arts Pastor and associates Church Relation Skills o Be available to assist the team with ministry calls we receive daily and be able to respond appropriately o Be able to put aside administrative duties for ministry opportunities during the week o Listen and respond with gentleness to request and conflicts that occur within our team and ministry

Essential Functions for Missions:   

Understand the vision and direction of the Missions Ministry and administratively support the entire team in achieving their vision Work closely with Mission Coordinator to help with administrative duties for upcoming Mission events, Mission Trips and Mission Efforts that the church supports. Handle special assignments and/or tasks, as assigned by Missions Pastor

Essential Functions for School of Fine Arts:    

Understand the vision and direction of the School of Fine Arts and administratively support the CCSFA Director in attaining that vision Organize and maintain student files and teacher information Receive incoming tuition payments and deposits Respond to email and phone inquiries

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Assist with room scheduling and providing weekly teacher a-docs Preparing check requests for monthly teacher pay Assist with organizing Student Showcases and with executing them Assist with marketing material updates, frequency, and reach

Job Requirements and Personal Qualifications: Education: High School Diploma Job Skills: Good people skills; Task oriented; Capable of handling multiple tasks at one time; Ability to problem solve and create solutions; Proficient knowledge of MS Office and ability to learn new programs; Good leadership skills; Strong administrative and organizational skills; Must be dependable, discreet, friendly and professional; Must have a desire to help and serve others. Personal Qualifications: Have a personal relationship with Jesus Christ with consistent evidence of fruit in their personal life; Motivated to serve God in a ministry; Ability to consistently use good judgment. Other Information: At least 1 year of experience as an Administrative Assistant.