Administrative Assistant

Allsaintsnorthfield; Northfield (MN); Hybrid; USD 28,000 - 30,000; Part time

Job summary

All Saints Episcopal Church seeks an organized, personable Administrative Assistant to support daily parish operations. This part-time role centralizes administrative tasks, freeing clergy and leaders to focus on ministry.

The position combines in-office duties with flexible remote work for correspondence and light tasks. The role involves calendar management, mailings, record-keeping, vendor coordination, and helping with Vestry and committee meetings.

Qualifications

• Strong organizational skills and follow-through.
• Excellent written and interpersonal communication with parishioners, visitors, and vendors.
• Proficiency with Google Workspace; willingness to learn church management software.
• Maintain strict confidentiality of parish records and finances.
• Self-starting, proactive communication with clergy and Vestry.
• Willingness to learn Episcopal Church structures and language.

Responsibilities

• Monitor parish email inbox and voicemail; route inquiries to staff or volunteers.
• Maintain parish calendar with events and meetings.
• Print and distribute meeting minutes; file digitally.
• Renew subscriptions and licenses; support pledges with Treasurer.
• Order office and worship supplies; assist Rector for Vestry meetings.
• Coordinate vendor scheduling for facilities; manage service needs.
• Track building maintenance and assist with minor projects.
• Assist with invoices, vendor W-9s, and onboarding paperwork.
• Ensure Safe Church training compliance and report renewals.
• Register lay delegates for Diocesan Convention annually.

Skills

Organizational skills

Communication skills

Google Workspace

Confidentiality

Self-starter

Episcopal familiarity

Tools

Google Workspace

Job description

Hours: 10 hours per week to start; schedule is very flexible

Compensation: $20-$22 per hour, commensurate with experience plus approved ministry-related expense reimbursements. Payments will be by direct deposit/ACH and will occur on a schedule as set by the Vestry and Treasurer.

Working Conditions: This position is based primarily in the church office with flexibility for remote work for tasks such as email correspondence. Occasional attendance may be requested for Vestry meetings or key parish events (with advance notice always being given.)

About All Saints ChurchFounded in 1858, All Saints is the oldest church building in Northfield. We are a diverse, open and affirming congregation grounded in worship—finding joy in the Eucharist as the way we are fed and sent back into the world. We live out our faith through social justice, deep engagement with the local college community, and being fully embedded in the life of Northfield.

Position Summary

All Saints Episcopal Church seeks an organized, personable, and reliable Administrative Assistant to support the day-to-day needs of the parish. This is a newly established, part-time position created in response to the congregation’s recent growth. The goal is to centralize administrative and operations tasks currently carried by volunteers from within the parish, freeing lay leaders and clergy to focus on other aspects of ministry, and ensuring the church office runs smoothly, consistently, and welcomingly for the whole parish community.

Key Responsibilities

Office and Administrative Support

• Monitor and respond to the parish’s general email inbox and voicemail and route inquiries to the appropriate staff or volunteer leader.
• Maintain the parish calendar, including adding event and meeting details from the bulletin, Weekly News, etc.
• Print and distribute copies of meeting minutes to appropriate mailboxes and file in digital format.
• Track and renew recurring subscriptions (software licenses, memberships, publications, etc.) before expiration.
• Assist Vestry and lay leaders withpreparing outgoing mailings and pledge/giving acknowledgements in coordination with the Treasurer.
• Monitor and order office and worship supplies (paper, toner, altar guild supplies, coffee hour items, etc.)
• Assist Rector with preparing for Vestry and Executive Committee meetings.
• Other duties as assigned by the Rector from time-to-time and in consultation with the Vestry.

Facilities and Operations

• Serve as the primary point of contact for scheduling building vendors and contractors (cleaning, HVAC, landscaping, snow removal, copier service, etc.)
• Track facility maintenance needs and follow up on repairs, working with the Junior Warden and other lay leaders on larger projects.
• Maintain a simple inventory and service log for major building systems and equipment.
• Coordinate building use requests, scheduling rooms, tracking table/equipment loans, and confirming set up needs with the requesting group or event lead.
• Maintain key inventory and manage building access for staff, volunteers, and outside groups using the space.
• Assist the Treasurer with basic operational tasks such as collecting invoices, obtaining vendor W-9s, and new employee onboarding paperwork, as needed.
• Track Safe Church training compliance for staff and volunteers and send reminders as renewals come due.
• Register and certify lay delegates for Diocesan Convention (once annually.)

Qualifications

• Strong organizational skills and follow-through; comfortable managing multiple small tasks and priorities independently.
• Excellent written and interpersonal communication skills; warm, professional manner with parishioners, visitors, and vendors.
• Proficiency with Google Business Suite (mainly Gmail, Docs, and Sheets); willingness to learn simple church management/database software.
• Ability to maintain strict confidentiality regarding parish records, pastoral matters, and financial information.
• Self-starter who can work with minimal day-to-day supervision and communicate proactively with clergy and Vestry.
• Comfort working within a faith community (with a preference toward experience working within an Episcopal faith community) and a willingness to learn about the Episcopal Church structures and language.

All Saints is an equal-opportunity employer.