DOWNLOAD – Job Responsibilities
ADMINISTRATIVE ASSISTANT JOB DESCRIPTION
SUMMARY OF POSITION
The Administrative Assistant will work part-time in a clerical capacity and as a bookkeeper.
They will work at least twenty hours/week, the days and times to be agreed upon at job
acceptance. There will be no employee benefits, and no paid sick leave, vacation, or holiday
pay. A sixty days’ advance written notice to Episcopal Church of All Saints and Ascension
should be given to resign from this position. Episcopal Church of All Saints and Ascension
may terminate this employment relationship at any time for any reason.
The Administrative Assistant should be able to problem solve technological issues. Should
have experience with using Microsoft Office Products to include, Word, Excel, and Power Point
and Publisher. The ability to use and/or learn the Power Church Plus (PCP) System for
bookkeeping is a definite requirement.
GENERAL CHARACTERISTICS REQUIRED
The position of Administrative Assistant requires a person who has a religious belief in God.
This person must display a professional and pastoral attitude at all times. They should show an
interest in the Church, its personnel, its ministries and its parishioners. Personal characteristics
include good communication skills, organized, creative, courteous, polite, friendly, honest,
dependable, and have a cooperative spirit. Should be able to work independently and with
others and be able to solve problems/issues as needed in a Christian manner. Their speech and
appearance should reflect the values of the Church. Applicant must pass a background check.
CLERICAL AND BOOKKEEPING RESPONSIBILITIES
The Administrative Assistant will be in charge of the office, assisting with carrying out the
Church’s business affairs. They will work directly with the Rector to prepare bulletins for all
liturgical services and assist in the filling out of diocesan forms if needed. Will assist the
Treasurers in handling the financial affairs of the Church to be accurate and accountable for all
incoming and outgoing funds using Power Church Plus.
HOW TO APPLY FOR POSITION
Complete an Employment Application, send a resume, three letters of reference, and a
background check (completed within the last 90 days) to:
Episcopal Church of All Saints and Ascension
Mrs. Betty Brown, Senior Warden
4520 Lucas and Hunt Road
St. Louis, MO 63121
(All hand delivered application information can be left in the mail slot in the lower level)
Or email all information to Mrs. Betty Brown, Senior Warden at
collea.68@gmail.co
ADMINISTRATIVE ASSISTANT RESPONSIBILITIES
CLERICAL RESPONSIBILITIES
Basically in charge of the office, handling the Church’s business affairs.
Answer and respond to telephone calls in a professional manner.
Receive and distribute mail.
Send out messages using Calling Post to parishioners with important
announcements, such as cancellation of service due to inclement weather,
death of a parishioner or member of their immediate family.
Be sure there is always enough credits in Calling Post.
Maintain the filing system.
Maintain documents on the computer in an orderly manner.
Monitor paper products, such as, toilet paper, etc., for pick up by Sexton.
Order office supplies as needed from Office Depot. Check with Priest or
Senior Warden before doing so.
Order supplies needed for the Xerox machine from Americon.
Order checking supplies from Delux Business. Check with Treasurers
first before doing so.
Order stationary envelopes from Delux Business. Check with Priest or
Senior Warden before doing so.
Order flowers for the altar on Tuesday or Wednesday for pick up on
Fridays when someone has donated money to sponsor them. Confirm
with Priest before ordering. Flowers are used two weeks in a row before
ordering new ones. They will be stored in the refrigerator. Inform
Sexton for picking them up after order has been placed. See Altar
Flowers file in desk where sponsorship and tributes are kept. There is
also a spreadsheet for some parishioners who have already donated
towards the flowers, but did not give a specific date. Flowers are ordered
from Wade Florist, 314-385-0244. Keep track of when flowers are
ordered for billing purposes. Order 2 altar flower plants.
Order palms for Palm Sunday from Catholic Supply.
Order Easter Lilies and Christmas Poinsettias two to three weeks ahead
from Thies Farm, 314-428-9878, Dave@thiesfarm.com. Previous forms
are on the computer under “Forms”. Send updated forms to Sanford
Hamilton for including on the website.
Order contribution envelopes prior to end of year as needed. Will need to
order more for 2024. See file in desk drawer for ordering information.
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Call Karen before you are ready to order so she can explain how many
should be ordered and if any parishioner envelope numbers need to be
changed as a result of order being placed.
Retrieve Vestry minutes from Church Clerk for filing and a copy for
Vestry Book.
Maintain membership contact information in Power Church Plus (PCP)
and coordinate changes with Rector, Senior Warden and
Communications Director.
Prepare weekly bulletins for approval by the Rector.
o Retrieve musical selections from Minister of Music to be included
in the bulletin.
o Find creative graphics for bulletin cover that relates to the Gospel
or special occasion.
o Keep updated list of names for the Prayer List to be included in
the bulletin. Discuss with Rev. Renee when the list should be
updated by requesting that parishioners re-submit names to be
included. Names can be removed at anytime at the request of a
parishioner. People who have passed on should be removed from
the list.
o Coordinate with Worship Leader Coordinator to retrieve monthly
list of Worship Leaders.
o Include Worship Leaders names in each bulletin.
o Include announcements in the bulletin.
o Give thanks and recognition to parishioners who sponsor the altar
flowers and those who sponsor the coffee hour.
o Print readings and Prayers of the People for the Worship Leader
book.
o Diocean Prayers- go to Diocese of MO website. Scroll down to
the photos with “Prayer” written inside. Click on it and it will
show the cycles by quarters. Open the current cycle. Save to
computer: Bulletins folder to 2023 and save it.
o Email finished bulletin to the Rector, Communications Director,
Minister of Music, Worship Leaders and Senior Warden.
o Email readings and Prayers of People to Rector.
o Mail bulletin to members who are confined to their home or in a
facility with no access to the internet by Wednesday of each week.
(See Caring Reminders file in desk.)
o File one bulletin.
o Maintain the bulletin boards, especially the one upstairs.
o Prepare monthly calendar for placing on the bulletin boards.
o Distribute “Forward Day by Day” booklets when they arrive
quarterly. (See mailing list in Caring Reminders file in desk.)
*** ALLCOMPUTER FILES SHOULD BE BACKED UP TO FLASH DRIVE
AND EXTERNAL DRIVE.
BOOKKEEPING RESPONSIBILITIES
AND WORK WITH POWER CHURCH PLUS (PCP)
- Work with the Treasurers to keep the financial affairs of the Church in order.
A. Distribute bills to them.
B. Be sure bills are paid in a timely manner.
C. Be sure that all information has been entered into (PCP) to assist
Treasurers in preparing monthly financial reports to the Vestry, to
include monthly bank reconciliation. - Secure all incoming funds.
- Enter Sunday contributions and all incoming funds into PCP.
- Keep parishioner contact information updated within PCP.
***PLEASE NOTE – this represents some of the responsibilities. Be flexible.
ALL SAINTS AND ASCENSION 
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