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Position Description:  Community Life Assistant

Primary Reporting:  Community Life Pastor

Secondary Reporting: Executive Pastor

Location:  Bremerton, Washington

Position Summary:

The purpose of the position of Community Life (CL) Assistant is to provide administrative assistance and support to the Community Life Pastor. 

Working relationships: 

The person filling this position will:

  • Be accountable to the Community Life Pastor

  • Maintain a courteous and professional relationship with all staff members
  • Be expected to be a team player

Responsibilities:

Contribute to the spirit of Biblical unity amongst the church staff and ministry leaders

  • Philippians 2:1-4

  • Matthew 18:15-17

  • Romans 12:15-16

Help communicate with ministry leads/volunteers

  • The Community Life Assistant will be the main point of contact for all volunteers and participants in the following areas; Guest Services, LifeGroups, Community Life Events and Classes

  • Help communicate with the Deacon Board and Deaconess Committee

Community Life Pastor Support

  • Manage and schedule all aspects of Community Life Pastor’s calendar
  • Acts as liaison between Community Life Pastor and Operations Staff for media planning, signage requests, creative briefs, and facility scheduling
  • Proofreads and edits all printed material prepared by Community Life Pastor
  • Prepare all necessary materials for Community Life Pastor

Visitor Tracking

  • Manage workflow, in Planning Center, to ensure all visitors are processed
  • Work with operations staff and volunteers to complete visitor tracking

Assist with Team Member Class and Visitor Meet & Greet events

  • Invite visitors to events
  • Manage digital and physical sign ups with assistance from operations staff
  • Use workflow, in Planning Center, to track visitor progress through events
  • Order, receive and set up refreshments
  • Clean and organize following events
  • Work with operations staff to reserve space and advertise classes and events
  • Work with facilities staff to organize room set up
  • Follow up with registrations and attendees utilizing 

Help coordinate volunteer training sessions, meetings and services

  • Coordinate with Community Life Pastor to obtain necessary materials in time for advance distribution and meeting.
  • Prepares electronic files of all meeting materials, copies and distributes to trainees
  • Prepares meeting rooms:  requires moving basic catering supplies, table cloths, signage, and supporting documents up and down stairs
  • Coordinates meals and refreshments for meetings

Assist in upkeep of an aesthetically pleasing and relevant lobby and Guest Services room

  • Weekly arrangement of items in the GS room and GS counter
  • Weekly update of sign in sheets, posters, white boards, lanyards
  • Regular update of items in GS room that contribute to warm and inviting space
  • Provides upcoming week's schedule with necessary materials and contact information for Guest Services, LifeGroups, Community Life Events and Classes

Be available to assist the Community Life pastor throughout our various ministry meeting times, including Sundays and some weekends

Examples include:

  • Team Member Classes occur on Saturday mornings, quarterly
  • Trainings can occur on Sunday afternoons/evenings
  • Seasonal special events can occur on Sunday evenings

Assist in planning community events both in and outside GracePoint Church

  • Solicit and secure vendors
  • Submit all vendor contracts, proof of insurance and hold harmless documents to the Office Manager
  • Recruit volunteers to work special events (off-site parking hosts, bus drivers, traffic flow, security, greeters, set up and tear down of tables/chairs/paperwork/food/beverage, etc.)
  • Work with operations staff to create print and digital media

Assist with admin needs of Adult Education Classes, LifeGroups and Guest Services at GracePoint Church

  • Coordinate all aspects of Guest Services, LifeGroups, Community Life Events and Classes
  • Manage inventory of all Community Life supplies
  • Coordinate scheduling and materials for all Guest Services, LifeGroups, Community Life Events and Class meetings
  • Maintain digital filing for all Guest Services, LifeGroups, Community Life Events and Classes
  • Process new visitors through Planning Center Workflows (registration for classes, first time guests, etc.).
  • Submit receipts for credit card charges and reimbursement

Agree with and promote our mission and vision

  • GracePoint’s Mission: to help people meet, know and follow Jesus
  • GracePoint’s Vision:  building a vibrant church with a passion to reach the unchurched where followers of Jesus are engaged and growing in their faith and those unfamiliar with or distant from Jesus are drawn to him by what they experience here

Volunteer Management

Assist Community Life Pastor in: 

  • Support of volunteers and participants during programming
  • Lead clean-up efforts after programs
  • Communicate to volunteers to participate and communicating information about orientation/training/meetings to volunteers.
  • Develop, maintain and update volunteer orientation materials (hand outs, contact information, lanyards, etc.) with operations staff.
  • Facilitate the coordination of ministry specific brochures and other printed materials to be used at training and recruiting events
  • Manage, in Planning Center, all Guest Services, LifeGroups, Community Life Events and Classes

Qualifications and Skills:

  • Demonstrate a sense of mission in his/her commitment to Jesus Christ, to people and to professionalism

  • Demonstrate an ability to be flexible 

  • Possess a broad knowledge of office functions and church policies
  • Possess the ability to organize, analyze, prioritize and execute tasks in a timely manner
  • Demonstrate professionalism through his/her appearance, attitude and allegiance
  • Familiar with general computer skills.  Able to operate Microsoft Office (Word, Excel, Powerpoint, Publisher), Mac iWork (Pages, Numbers, and Keynote) and general data entry
  • Proficient in proofreading, grammar and spelling
  • Excellent interpersonal and communication skills
  • Excellent planning and organizational skills
  • Strong attention to detail and timely follow through
  • Flexibility and the ability to work some evenings and Sundays from 8:15 am-1:15 pm
  • Be a team player
  • Possess an understanding of the Community Life Ministry and a passion for creating a vibrant ministry that attracts un-churched
  • Able to work independently, initiate and prioritize workload
  • Member of GracePoint Church
  • Demonstrated flexibility to quickly respond to competing demands and changing programs;
  • Big picture thinker who is detail oriented and holds themselves to a high professional standard
  • Excellent organizational skills including the ability to manage multiple channels of communication with volunteers including email, text, phone, social media responses, etc
  • Ability to: clearly and effectively communicate with individuals and groups within and outside of the organization
  • Ability to: see opportunities for creative problem solving while staying within the parameters of good practice; generate unique but workable and useful solutions to difficult problems
  • Ability to: coordinate small groups, creating a cooperative and productive environment in which to resolve problems and implement plans
  • Ability to motivate and energize others
  • Ability to identify and preempt challenges by working closely with supervisor and staff in a positive, proactive way

Work Schedule:

  • 20 hours per week (exact breakdown will vary depending on ministry needs)environment updates, daily tasks, overseeing volunteers (see responsibilities above)
  • Some Sunday morning assistance as needed (will adjust to the 20 hour work week)
  • The majority of these hours would need to be scheduled during business hours to coordinate with the CL Pastor, Sunday - Thursday unless otherwise stated.

Status: Part-Time, Salaried Exempt

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