Office Assistant Job at Presbytery of SanFrancisco in El Cerrito

Purpose: This role is intended to be an at-large position and flexible enough to support the changes of a new Transitional Executive Presbyter and an evolving presbytery structure over the next three years. Online Zoom support, minute-taking, digital support, and a strong emphasis on verbal and written communication while working with a variety of people and teams will be essential skills for this position. This position will report to the head of staff and work collaboratively with all PSF staff, especially the Stated Clerk and Office Coordinator.

Administrative Support:

1. Assist a variety of teams with agendas, meeting reminders, online support, digital filing and access, and paperwork, working with Planning Center and Microsoft OneDrive….

1. Help maintain all Presbytery data and files physically and electronically.

1. Assist with mass mailings for internal and external communications using

MailChimp, distribution lists, and email as appropriate.

1. Provide support and hospitality for presbytery events.

1. Assist the office coordinator with administrative and financial tasks.

1. General support as needed.

Stated Clerk Support:

1. Statistics of the Church Report (December- January)

1. Assist with the annual mailing to Clerks of Session with instructions, log-ins, and

password information so that Clerks of Session can update their Statistics of the Church information. This assists the Stated Clerk with updating the General Assembly Stated Clerk Portal: Statistics website.

1. Encourage and assist Clerks of Session to file Statistics of the Church, currently at 65% participation, with the goal of 100% participation.

1. Track which clerks of session have submitted Statistics of the Church information in a common database.

1. Print Statistics of the Church reports and place a copy of the report in the church file.

1. Share details with the Recording Clerk to be included in the November minutes.

1. Minister Salary Review (September)

1. Assist with the annual minister salary review with instructions on how to fill out the review form so that the Stated Clerk can input the information to into the General Assembly Stated Clerk Portal: eMinister website.

1. Encourage and assist pastors to complete the report, currently at 18% participation, with the goal of 100% participation.

1. Track which pastors have submitted their information in Planning Center.

1. Print reports and place a copy of the report in the pastor’s file.

1. Maintaining Minister Rolls, Files, and Connections (Ongoing)

1. Receive reports from COM and Presbytery meetings on ministers’ status. Work with the PSF common database, COM, and Stated Clerk (who uses the General Assembly Stated Clerk Portal: eMinister website, a collection of all P.C. (U.S.A.) minister members of the Presbytery) to maintain an accurate listing of minister records and files.

1. Work with the PSF common database, CPM, and Stated Clerk, (who uses the General Assembly Stated Clerk Portal: Prep4Min website,) to maintain an accurate listing of upcoming minister records and files.

1. Assist in the annual mailing of minister member cards and letters.

1. Presbytery Meetings (February/May/August/ November)

1. Help prepare materials for Presbytery meetings, as tasked by the Stated Clerk.

1. Facilitate registration for online and in-person meetings.

1. Prepare the PowerPoint presentation.

1. Attend and support (e.g., facilitate registration) Presbytery meetings, typically held in the late afternoon/ evening, in person and online. Set up and facilitate Zoom for online meetings when needed.

1. Coordinate logistics with the interpreters.

Qualifications & Skill Sets:

• Assistant and Administrative experience.

• Demonstrated organizational skills, strong oral and written communication skills, including excellent proofreading skills.

• Attention to detail to produce high-quality work; able to follow projects, ideas, and tasks

through to completion.

• Self-aware and self-directed with the ability to manage multiple priorities and projects.

• Engages in with compassion and integrity, with an ability to maintain confidential

information.

• Excellent interpersonal, listening, and people skills, discretion, and ability to work graciously and collaboratively with staff, volunteers, ministers, elders, and lay people.

• Proficient knowledge of: ZOOM, MailChimp, Microsoft Office 365 (Outlook, Word, Excel, PowerPoint), Google Suite, Planning Center, database programs, WordPress, Adobe, and Microsoft Publisher. Willing and able to apply advanced features in software and applications, and learn new programs and applications as needed.

• Desire to support the Presbytery and support the PSF mission and objectives.

• Multi-language speaking skills are a plus: Spanish, Korean, Mandarin and/or Cantonese.

• Lift up to 25lbs. Needed for preparing and shipping church data to the PCUSA historical society and reliable transportation to go to the post office or run errands.

Weekly Hours: 16-20 hours per week (non-exempt) starting November 1, 2024.

Hybrid Position: Requires at least two days (eight hours-Tue/Th) in person at the PSF office.

Rate of Pay: $25.00 per hour, eligible for sick leave as required by law.

Thank you for your interest in the position. Please send a cover letter, resume, and three references to openings@sfpby.org.