JOB DESCRIPTION
Revised: 1-2024
JOB TITLE: Administrative Assistant
CLASSIFICATION: Regular Part-Time STATUS: Non-exempt
MINISTRY: CT Kids MANAGER: Lead Kids Pastor
GENERAL WORK WEEK: Monday – Friday LOCATION: Argyle
Occasional weekends and/or evenings
JOB SUMMARY AND PURPOSE:
The Administrative Assistant will provide organizational and administrative support for the Kids ministry areas. This is a great opportunity for someone who is detail oriented and values organization as well as thrives in a behind-the-scenes high level support role. This is a vital position providing support for the teams with general administrative projects, processing inventory orders, check requests, and budget tracking as well as other assigned projects. In the Administrative Assistant role, there is structure but also a variety of support responsibilities that add flexibility to the job keeping things active and fresh. This position requires leadership, discernment, and confidentiality.
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.
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:
- 3-5 years’ relevant experience preferred
- Highly organized, detail oriented, extremely administrative, and dependable
- Requires the ability to be a self-starter and someone who can think on their feet
- Excellent people skills; discerning and intuitive; able to thrive in a fast-paced, high energy environment
- Experience with budgets and accounts payables a strong plus
- Proficient in Microsoft Office Suite and willing to learn needed computer aspects and software programs
- 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:
- Provide departmental budget oversight support with processing and tracking various financial forms (check requests, purchase order, inventory orders, etc.). This will also include various ordering responsibilities for materials needed by the team.
- Oversee the administration of the CT Kids email accounts responding, distributing and/or handling email traffic through a variety of methods
- Assist with the liaison needs between Kids ministries and other CT teams, outside vendors, etc.
- Assist with the planning details through execution of various events for Kids. This also includes event budgeting and tracking.
- Assist with general administrative & organizational support responsibilities as directed by the Lead Kids Pastor including but not limited to scheduling and calendar support
- Attend meetings and provide detail notes including action items and assignments for the Lead Kids Pastor; distribute to the teams as directed
- Handle the primary administrative workload for the Kids Team and Student Team
- Develop and maintain a strong working knowledge of the data base software (currently PCO) becoming a Super User for the team to manage Serve Team (volunteers) including but not limited to background checks
- 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 required 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.
- Part-Time Positions – Part-time employees have varying hours depending upon the role but should never exceed 29 hours per work week. The actual number of hours per week is not guaranteed and may vary with the workload. Failure to adhere to the 29-hour rule is a violation of the employment agreement.
- 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.
- Flexible part-time employees’ schedules and work locations are based upon the role and scope of responsibilities.
- 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.
