Administrative Assistant

Alabama Baptist Children's Homes and Family Ministries; Huntsville (AL); On-site; USD 32,000 - 42,000; Full time

Job summary

Alabama Baptist Children's Homes and Family Ministries is seeking an Administrative Assistant to support the Huntsville team. The role involves answering phones, scheduling, greeting guests, handling donations, managing vendor contracts, and coordinating events.

The ideal candidate will have a high school diploma and strong organizational and communication skills, with proficiency in MS Office and QuickBooks. Flexibility for occasional weekend work and travel is required.

Qualifications

• Strong interpersonal, verbal, and written communication skills are required.
• Ability to manage multiple tasks with minimal supervision and meet deadlines.
• Proficiency in MS Office, publishing, database and spreadsheet software, and QuickBooks.

Responsibilities

• Answer phones and direct calls to staff.
• Schedule appointments and events for the ABCH office.
• Greet guests and process donations and gifts.
• Maintain vendor contracts and assist in coordinating events.
• Support social workers and other staff with administrative tasks.
• Prepare expense reports and assist with office supplies inventory.

Skills

Interpersonal communication

Verbal written communication

Independent work

Education

High school diploma or equivalent

Tools

Microsoft Office

Publishing software

Database software

Spreadsheet software

QuickBooks

Job description

JOB SUMMARYThe Administrative Assistant provides administrative support to the Huntsville team and accomplishes effective administration which maximizes resources towards the goal of achieving the mission of ABCH.SPIRITUAL EXPECTATIONS• A committed follower of Jesus Christ who is comfortable talking about their salvation.• An active member of a local New Testament church.• Demonstrates Christlike character, humility, and a commitment to discipleship and ministry to children and families.• Familiarity with the general theological beliefs of Southern Baptists; agreement with specific truths in the Baptist Faith and Message; and agreement to conduct work in alignment with the Baptist Faith and Message.ESSENTIAL FUNCTIONS• Answer phones and direct phone calls to appropriate staff members.• Schedule appointments and events at the ABCH office.• Generate thank you letters for cash donations and gifts-in-kind.• Take charge of all front desk reception tasks: greet guests, receive gifts-in-kind and other donations from donors, and complete the appropriate forms for all gifts and donations.• Organize and uphold all vendor contracts.• Assist in coordinating special events—i.e., Christmas Open House, groups visiting office, groups using our facilities, and any other events. Partner with social worker for any weekend events.• Work alongside interoffice ministry programs.• Maintain attentive and diplomatic telephone conversations with incoming calls for Area Director, which includes screening calls.• Assist social workers with administrative efforts related to licensing foster family homes.• Process DHR board checks.• Assist with expense reports and submit expenses to Area Director.• Assist in setting up events for ABCH promotion.• Assist Engagement Specialist as needed, especially with Engagement mail and delivery.• Take responsibility for keeping lobby clean and clear of obstacles. Keep kitchen, visit room, and donation room clean orderly.• Lock-up the building, set the alarm, and make sure coffee pot, doors & lights are all turned off before leaving each day.• Take inventory and order office supplies as needed.ADDITIONAL REQUIREMENTS• Positively participate in planning, preparing, and promoting Camp of Champions, as well as actively working in a specific role during Camp of Champions annually.• Valid driver’s license and safe driving record.• If all other factors are equal, preference will be given to Baptist candidates in both hiring and job advancement opportunities.• Ability to work flexible hours (including weekends) and travel as needed.QUALIFICATIONS• High school diploma or equivalent.SKILLS AND COMPETENCIES• Strong interpersonal, verbal, and written communication skills.• Ability to work independently and with others to manage multiple tasks and meet deadlines with minimal supervision.• Proficiency in MS Office Applications, publishing, database, and spreadsheet software.• Ability to effectively prepare and present information to various groups.• Demonstrated capacity to work independently and collaboratively across teams.• Strong organizational skills; ability to manage multiple priorities with accuracy and attention to detail.• Knowledge of marketing principles to develop and implement strategies to promote ABCH.• Knowledge of QuickBooks software.This position description reflects Administration’s assignment of essential functions and responsibilities. Nothing in this position description restricts Administration’s right to assign or reassign duties and responsibilities to this job at any time.