Administrative Assistant (Lead Pastor’s Office)

Responsible for providing comprehensive administrative support to the Lead Pastor.

Essential Duties and Responsibilities

(Other duties may be assigned)

• The professional staff at Oak Cliff Bible Fellowship have distinct roles that directly or indirectly affect the spiritual development of church members. Each employee must model Christian values in daily interactions and uphold the church’s core values. Minister and pray with co-workers, promote a unified and spiritually enriching work environment with a servant attitude while supporting the church and church members of the community. Must demonstrate a commitment to the church’s mission and values in all aspects of the role by engaging in continuous spiritual growth and development through participation in church activities and personal discipleship. You must be actively involved in staff meetings, Bible studies, and support the church’s mission to influence and serve the broader community through active involvement in church functions while performing the essential job requirements.
• Oversee all aspects of general office coordination.
• Respond to all phone calls to ensure a timely response.
• Transcribe hand-written documents in an efficient and timely manner.
• Interact with clients, various levels of members, staff, vendors, and visitors.
• Respond to inquiries or invitations on behalf of the Lead Pastor.
• Handle incoming and outgoing mail, ensuring all correspondence is properly received, sorted, and distributed.
• Coordinate and direct office services such as housekeeping and maintenance of office equipment and/or other services provided for the department as necessary.
• Conduct research, compile data, and prepare reports and other papers for consideration and presentations.
• Conduct research and manage data to support sermon preparation and ministry projects.
• Maintain an organized and up-to-date sermon list, ensuring all sermon notes and materials are accurately filed and accessible.
• Collect and maintain inventory of office equipment and supplies.
• Coordinate and support Kingdom Servant volunteers, including scheduling, communication, and tracking participation to ensure effective engagement in ministry activities.
• Manage the Lead Pastor’s calendar by scheduling appointments, meetings, and events.
• Coordinate travel arrangements, including but not limited to, booking flights, accommodations, and itineraries for ministry-related trips.
• Process and manage vouchers related to travel, ministry expenses, and any other relevant transactions.
• Oversee file management by organizing, labeling, and maintaining both physical and digital documents.
• Ensure the office is kept organized and clean.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Attendance/Punctuality — Is consistently at work and on time. Ensure work responsibilities are covered when absent. Arrive at meetings and appointments on time.

Cost Consciousness — Prepare and maintain department budget and work within approved budget. Develop and implements cost saving measures. Contribute to profits and revenue. Conserve organizational resources.

Customer Service — Demonstrate the ability to manage difficult or emotional customer situations. Respond promptly to customer needs and service requests. Solicit internal and external customer feedback to improve service.

Computer Skills — Demonstrate advanced working knowledge of Microsoft Office products including but not limited to Word, Excel, Power Point, and Outlook. Ability to type 40wpm with 95% accuracy.

Dependability — Follow instructions, respond to management direction. Keep commitments. Willing to commit to long hours of work when necessary to reach goals.

Diversity — Demonstrate knowledge of EEO policy. Show respect and sensitivity for cultural differences. Educate others on the value of diversity. Promote a harassment-free environment. Build a diverse workforce.

Ethics — Inspire the trust of others by keeping commitments and working with integrity and ethically. Uphold organizational values.

Interpersonal Skills — Focus on solving conflict, not blaming. Treat others with respect. Maintain confidentiality. Listen to and accepts feedback from others and remain open to new ideas. Keep emotions under control.

Mathematical Skills — Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent, and to draw and interpret bar graphs. Present numerical data effectively.

Oral Communication — Communicate primarily in English. Speak clearly and persuasively in positive and/or negative situations. Listen to get clarification. Respond well to questions. Clearly communicate ideas in a group during meetings and when making presentations.

Planning/Organizing — Prioritize and plan work activities. Use time efficiently. Plan for additional resources. Set goals and objectives. Organize or schedule other people and their tasks. Develop realistic action plans.

Problem Solving — Identify and resolve problems in a timely manner and demonstrate the ability to develop alternative solutions. Gather and analyze information skillfully. Work well in group problem solving situations. Demonstrate reason even when dealing with emotional topics.

Professionalism — Approach others in a tactful manner by showing respect and consideration regardless of status or position. React well under pressure.

Reasoning Ability — Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Safety and Security — Observe safety and security procedures. Determine appropriate action beyond guidelines. Report potentially unsafe conditions. Use equipment and materials properly.

Teamwork — Balance team and individual responsibilities. Exhibit objectivity and openness to others’ views. Give and welcome feedback. Contribute to building a positive team spirit. Put success of team above own interests. Able to build morale and group commitments to goals and objectives. Support everyone’s efforts to succeed.

Written Communication — Write routine reports and other correspondence clearly and informatively and can vary writing style to meet needs, primarily in English. Edits work for spelling and grammar. Must be able to read and interpret written information.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor’s degree in Business or ministry related experience; three to five years of administrative assistant experience, two of which must have included organization, coordination, and performance duties as outlined. Microsoft Certification required. Must be able to maintain a high level of integrity and confidentiality.

Spiritual Commitment

All employees are expected to commit to Christ and to the philosophy, ministry and vision of OCBF and to help the church to meet the spiritual, social, emotional and physical needs of the church family.

Members are asked to commit to:

• Consciously pursuing spiritual growth by participating in the vital experience of the church (Education, Fellowship, Outreach and Worship).
• Faithfully give at least 10% of their income to the ministry of OCBF.
• Faithfully serve in one of the ministries of the church in a volunteer capacity.
• Agree to read and function under the guidelines and authority of the Church Constitution and By-Laws.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.