Administrative Assistant (AA)

Send resumes and inquiries to Dan Morrison at You can download this job description as a Word file or a PDF.

POSITION: The Administrative Assistant is a part-time position with flexible hours.

RELATIONSHIPS: As a member of the support staff, this person shall be responsible to the Head of Staff in the performance of his/her ministry. In the area of church and administrative services, he/she shall be related to the Administrative Committee; in the area of employment and review, he/she shall be related to the Personnel Committee; in all areas he/she shall ultimately be responsible to the Session. It shall be understood that we, as a staff, work best as a team ministry and such is to be the goal and the example of our relation one with another.

GENERAL RESPONSIBILITIES: The Administrative Assistant will provide secretarial and administrative support to the staff and officers of the church.

  • The AA will perform secretarial duties including typing, proofreading, copying, printing, and maintaining the Pastor’s and the church’s files.
  • The AA will field incoming phone calls and email communications, taking messages and forwarding emails as appropriate, and providing information to inquirers as appropriate.
  • The AA will maintain the Pastor’s calendar and the church calendar.
  • The AA will assist staff as needed to complete projects and prepare for Sunday worship and other church events.


  • The AA shall hold a minimum of a high school diploma or general education degree (GED). A bachelor’s degree is preferred.
  • The AA shall be able to type accurately and quickly and be able to identify and correct grammatical, spelling and formatting errors.
  • The AA will be proficient in the use of Microsoft Office, including Word, Excel and PowerPoint.
  • The AA will be able to operate ProPresenter (visual presentation software) and Planning Center (online scheduling software).
  • The AA will be able to operate other business machines including, but not limited to, the fax machine, copier, scanner and printer.
  • The AA will exhibit good decision making and have the ability to work independently and corporately.
  • The AA shall possess positive interpersonal skills and shall apply themselves readily to assignments.
  • The AA shall dress appropriately and shall present themselves in a professional and competent manner at all times.


  • Answer telephone calls and emails and greet office visitors in a friendly and receptive manner, giving information and taking messages as requested.
  • Distribute incoming mail and post outgoing mail daily.
  • Produce worship bulletins, including inserts, as needed.
  • Produce and distribute church newsletter monthly.
  • Produce reports as requested, e.g., session packets, committee reports, annual reports.
  • Produce and distribute church correspondence as needed.
  • Produce and distribute updated church directory annually.
  • Maintain and update the church calendar.
  • Maintain and order office and church coffee supplies as needed.
  • Maintain files for pastor and office, both electronic and paper. These will include historic files for session and committees.
  • Maintain petty cash, keeping all receipts for monthly reconciliation.
  • Prepare the Sanctuary for Sunday worship including but not limited to: a) attendance chart, b) create worship PowerPoint, and, c) place worship bulletins
  • Keep attendance records up to date. Record attendance figure in chart and session minutes.
  • Copy worship CDs and bulletins for distribution to shut-ins (weekly) and as requested,
  • Maintain display boards and information in Narthex.
  • Keep church and office calendar up to date. Give copy of monthly calendar to Custodian and VCS Head of School.
  • Create and update lists in the computer system including but not limited to: mailing list, new elders and deacons, membership, etc.
  • Provide general upkeep of office machines and equipment, refilling machines with toner, paper, etc. as needed. Contact appropriate company when repairs are needed.
  • Ensure that sufficient supplies remain available. Order and obtain additional office supplies when needed.
  • Attend weekly staff meetings. Report any schedule changes, set-ups, etc. to the custodian.
  • Report any building (church and office) maintenance or repairs needs to the chairperson of Administration committee.
  • Update church website including but not limited to: uploading sermons weekly, updating schedules, adding announcements, etc.
  • Recruit and schedule readers, announcers, sound technicians, and ProPresenter volunteer for the weekly worship services.
  • Photocopy music for weekly choir and praise band rehearsals
  • Assist Pastor and other staff with any other duties assigned.


  • Maintain good daily attendance, be punctual in arriving for work, and follow all attendance requirements.
  • Dress appropriately and present self in a professional and competent manner.
  • Use church resources conscientiously. Office space, supplies, and equipment are to be utilized for work purposes and should be maintained in good condition.
  • Participate in staff meetings and staff trainings.
  • Appropriately represent Huntingdon Valley Presbyterian Church’s mission and purpose to the community.
  • Work cooperatively and with Pastor and other staff members.
  • Use appropriate lines of communication.
  • Complete tasks as requested by Pastor, staff, and congregation members.
  • Assist Pastor and staff in completing their tasks.
  • Meet regularly with Pastor and other staff to discuss all secretarial issues.

PERFORMANCE EVALUATION: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and ability required. The Administrative Assistant will receive a written evaluation at three months, six months, and then yearly thereafter. This evaluation will be completed by the Pastor and approved by the chairperson of the Personnel Committee. The evaluation will include statements of a positive nature, recognizing areas of achievement, as well as, areas needing continued emphasis and growth. The evaluation shall incorporate judgments as to performance, compared to the above job description.

SPIRITUAL REQUIREMENTS: Huntingdon Valley Presbyterian Church requires its employees to be born-again Christians living as ambassadors for Christ. Employees will conduct themselves in a way that will not raise questions regarding their Christian testimonies. A Christian lifestyle should reflect the biblical perspective of integrity, appropriate personal and family relationships, business conduct, and moral behavior. An employee is expected to demonstrate a teachable spirit, an ability to share love for others, a willingness to live contentedly under authority and a commitment to follow the Matthew 18 principle when an issue arises with fellow employees and management. It is the goal of Huntingdon Valley Presbyterian Church that each employee will have a lifestyle in which “He may have the preeminence” (Col. 1:18).

SOCIAL QUALIFICATION: The Administrative Secretary will use good decision-making skills. They will have the ability to work independently and corporately. Possesses positive interpersonal skills, being able to answer phone calls and greet visitors in a friendly and receptive manner. Demonstrates good time management and organizational skills, and applies self readily to assignments. Dresses appropriately and presents self in a professional and competent manner. Copes well with pressure/stress and remains flexible in accommodating and adjusting to changes. Demonstrates initiative and creativity in making the workplace run effectively and efficiently. Demonstrates a desire to improve self professionally. Willing to explore strengths and weakness and accept constructive criticism.

TERMS OF EMPLOYMENT: The financial terms of employment shall be negotiated with the Head of Staff and/or another person as may be determined by the Personnel Committee. Unless otherwise specified below, all other terms shall be in accord with the general Personnel Guidelines: “Personnel Policies and Benefits.”

*Clearances required for employment:

  • Pennsylvania Child Abuse History Clearance (Act 151)
  • Pennsylvania State Criminal Record Check (Act 34)
  • Federal Criminal History Record Check (Act 114)