JOB DESCRIPTION
Revised: 05/2024
JOB TITLE: Administrative Assistant
CLASSIFICATION: Full Time
STATUS: Non-Exempt
MINISTRY: CT Care Ministry
MANAGER: Pastor over CT Care Ministry
GENERAL WORK WEEK: Sunday – Thursday
LOCATION: Argyle
JOB SUMMARY AND PURPOSE:
The Administrative Assistant is responsible for a wide variety of organizational, administrative, and coordinating tasks and projects in support of the activities and operations of CT Care Ministry. This role is integral to the cohesiveness and successful function of the team toward the mission and vision of the overarching ministry. The role will deal with sensitive situations requiring a high level of discernment and confidentiality. The AA will also have some administrative support duties for the CT Marriage Ministry which is a part of the overarching ministry area.
STAFF CULTURE:
Culture is critical to the success of Cross Timbers and its employees. We define our culture in this way. “The environment we create by how we work and how we work with each other”. We continually strive for a high output, happy and healthy team; H3. We invest in our staff to develop their skills, so they thrive in their roles as well as focusing on helping them to develop spiritually.
STAFF EXPECTATION:
As a condition of employment with Cross Timbers, it is essential (required) that employees and their families become active participants in the life and ministry of CT. This includes regular attendance to services and finding a way to volunteer with a ministry not in the scope of this job.
MINIMUM QUALIFICATIONS:
- College degree preferred
- Experience in an environment of heightened confidentiality handling sensitive information and situations
- Self-starter able to make decisions when needed with limited supervision
- Customer service experience is a strong plus
- A discerning spirit able to exercise perception, guidance, and understanding without judgement
- Strong problem-solving skills, ability to manage conflict to resolution
- Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, Access)
- Willing and open to change, be flexible in a variety of situations
- A team player giving and receiving input, willing to compromise & cooperate
- Exhibit clear and effective verbal and non-verbal communications skills
- Able to develop people and systems to optimize growth and effectiveness
- Forward thinker who assumes responsibility and takes initiative
- Must possess a genuine humility and work well in the context of a team
- Clearance of a criminal background check
PRIMARY RESPONSIBILITIES:
- Oversight of all administrative & organizational needs including operation & maintenance of the scheduling software
- Training staff and serve team (care coaches) on the use of online tools as requested by the Manager
- 80% of time dedicated to the CT Care Ministry (4 days per week)
- 20% of time dedicated to the CT Marriage Ministry (1 day per week)
- Handle all incoming calls and emails in a professional manner exercising a high level of discretion and confidentiality
- Recruit and train serve team (volunteers) for a variety of roles maintaining clear and consistent communication also includes organizing appreciation events and sending notes/gift cards for encouragement.
- Oversight for all areas involving support groups including but not limited to scheduling individual groups, reserving space for meetings, ordering supplies and materials
- Work in collaboration with the Communications Team for website needs, social media presence as well as creating registration information. This includes being the team’s super user for PCO or any other software adapted for use by CT
- Collaborate support and possible oversight for Care Coach trainings, onboarding, procedural communication, support, and other assistance as needed and directed by the Manager
- Maintain inventory of all department items, replenish supplies, and all hospitality items as needed and approved
- Create and maintain clean, welcoming environments for the ministry
- Provide any requested research for best practices and current trends of organizational & administrative support
- Responsible for communicating & collaborating with other ministry teams
- Assist the Manager with various department budget activity providing all financial documents needed by the Finance Department such as purchase orders, employee reimbursement, PEX logs and other forms as requested all done under the
- Oversight and processing of donations and registration fees for ministry classes or other fee-based activities/events
- Responsible for organizing team outings, travel bookings, and other team projects as requested
- The statements contained in the document are intended to describe the general nature of this role and level of work performed by employees in this role. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this role. Employees will be required to follow any other job-related instructions and to perform any other job-related duties assigned by their Manager.
WORK HOURS:
- Full-Time Positions – There is a 40-hour weekly work expectation for all full-time employees.
- Full-time staff work weeks are categorized by position as Monday – Friday or Sunday–Thursday.
- The established work week is Sunday through Saturday for all payroll purposes including tracking part-time hours.
- Full-time and Regular part-time positions may be approved for a flex schedule which includes the potential of 1-day remote working. Managers have discretion related to flexibility in conjunction with Cross Timber’s flex practice.
- A finalized schedule will be established with the Manager but typically falls within the general hours noted below.
- Monday-Friday role 8:30-5:00 Monday-Thursday 8:30-2:00 Friday
- Sunday-Thursday role 9:00-5:00 Monday-Thursday 7:00-1:00 Sundays (varies by role)
- A 1-hour lunch break is provided and required to be taken by an employee. The actual time of the lunch break is determined with the manager’s input.
- Employees must understand that ministry does not always fall within a normal schedule and working outside of that schedule can periodically include weekends, evenings and holidays for CT sponsored events that are essential (required). For full-time roles, additional hours outside the normal scope may be accommodated with comp time and/or a temporary adjustment to the normal schedule where indicated. This is handled by Manager discretion.
WORK ENVIRONMENT – PHYSICAL REQUIREMENTS:
- Position requires bending, stooping, and stretching to complete various tasks, and occasional lifting of boxes weighing up to 25-50 pounds. Work is generally performed indoors but may involve limited exposure to outdoor weather conditions.
COMMENTS:
The above statements are intended to describe the general nature of this job and the level of work performed by employees in this position. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties required by their manager.
The employment relationship remains subject to the employment at will doctrine in the State of Texas, meaning either the employee or the employer may terminate the employment relationship at any time with or without cause and with or without notice. If you are in agreement with the above, please sign and return this document to Human Resources.
