Operations Assistant

Overview

The Operations Assistant provides administrative support to the Director of Finance and Operations to ensure the smooth functioning of the church’s daily operations across various areas, including, facility operations, risk management, human resources support, contribution and tuition processing, and special projects. This position requires a detail-oriented individual with excellent organizational skills, strong interpersonal abilities, and a passion for supporting the mission and values of Divine Shepherd, Little Lamb Preschool and Childcare, and the Before/After School Program.

Reports to: Director of Finance and Operations
Employment Status: Non-Exempt, Hourly
Hours: Part-time, 20 hours per week
Compensation: Commensurate with experience

ESSENTIAL DUTIES AND RESPONSIBILITIES

Facility Operations and Risk Management

·         Ensure new and repaired equipment is recorded and updated in the asset management system.
·         Coordinate and schedule annual building and equipment inspections and record relevant information in the preventative maintenance/work order system.
·         Assist in coordinating with vendors and service providers for repairs, maintenance, and other facility-related tasks.
·         Order supplies and equipment, ensuring adequate stock levels for operational needs.
·         Support the volunteer safety team by maintaining records and assisting in special projects including grant application and grant facilitation processes as needed.
·         Participate in safety and security planning efforts, including emergency preparedness and response initiatives.

Contribution and Tuition Processing

·         Coordinate the counting, recording, and processing of financial contributions from congregants.
·         Maintain accurate records of donations and pledges, ensuring confidentiality and compliance with financial regulations.
·         Effectively utilize the planning center giving and reporting system.
·         Assist congregants with questions regarding their contributions.
·         Prepare IRA, stock, and memorial donation letters and year-end contribution statements.
·         Organize the annual ordering and disbursing of contribution envelopes.
·         Generate regular reports on contribution trends and provide analysis to inform strategic decision-making.
·         Reconcile tuition payments and maintain financial records for the preschool and childcare.
·         Generate and review tuition payment and enrollment reports.

Human Resources

·         Assist with various HR functions including recruitment, onboarding, offboarding and training of staff and volunteers.
·         Provide administrative support for HR-related activities such as performance evaluations and benefits administration.
·         Assist with an annual review of the employee handbook and regular HR audits to ensure compliance.

Special Projects

·         Provide support for special projects as assigned by church leadership, including research, planning, bulk mailings, and coordination.
·         Support the implementation and maintenance of technology systems used by the church, including software applications, databases, and communication tools.
·         Assist in the evaluation and use of new technology solutions to improve operations efficiency and effectiveness.
·         Assist in keeping operational policies and procedures updated.

Administrative Support

·         Provide general administrative support to church leadership and staff.
·         Provide back up support to the office coordinator as requested.
·         Manage time and prioritize tasks with minimal assistance to meet deadlines in a timely manner.
·         Perform other duties as assigned to support the overall operations of the church.

QUALIFICATIONS

·         High school diploma or equivalent required, associate or bachelor’s degree preferred.
·         Prior experience in administrative support, operations management, or related fields is desirable.
·         Strong organizational skills with the ability to multitask and prioritize tasks effectively.
·         Excellent communication and interpersonal skills, with a customer service-oriented approach.
·         Proficiency in Microsoft Office suite and Google suite and other relevant software applications.
·         Exemplify a positive attitude and upbeat demeanor in person and telephone, while demonstrating confidentiality, flexibility, approachability, and objectivity to congregants, parents, vendors, and coworkers.
·         Actively support the philosophy of mission and ministry of the church and Director of Ministries.
·         Committed follower of Jesus Christ with strong support for the Statement of Faith and Employee Lifestyle Agreement.
·         Active member of Divine Shepherd Lutheran Church, or willing to become a member preferred.

PHYSICAL/MENTAL FUNCTIONS

Definitions are based on 8 hours per day:

Continually 70-100%; Regularly 50-70%; Periodically 20-50%; Rarely 20% or less

·         The position primarily operates in an office environment within the church office. However, occasional tasks may require work in various areas of the facility, including outdoor spaces. endures persistent standing and walking.
·         Continually required to use hands, fingers, and wrist to operate office equipment and computers.
·         Regularly reach with hands and arms.
·         Continually required to speak and listen.
·         Periodically lifting supplies and materials that weigh up to 20 pounds.
·         Sensory Demands: Regularly intense concentration and work on computer managing information which requires attention to detail and high levels of accuracy.
·         Continually utilize specific vision abilities required to perform the job’s essential functions: close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
·         Environmental Conditions: Regularly works in busy office and is faced with occasional interruptions.