External image of the Good Shepherd building

Administrative Assistant Position

June 27, 2026

A big thank you to Jennifer Pope who has been faithfully serving as Good Shepherd’s Administrative Assistant. She has decided to start looking for full-time employment elsewhere and thus we’ll be looking to fill this position in the near future. If you’d have interest in learning more about this position, please reach out to Jacob Werre at jacobj_4@hotmail.com or 608-606-4426.

Position Description

  1. The life of a Christian is beautifully summarized by St. Paul in this way, “Whatever you do, do it all for the glory of God” (1 Cor 10:31). May these words be of encouragement and guidance to the person who serves as the Administrative Assistant at Good Shepherd Lutheran Church.
  2. The purpose of this position is to provide administrative, clerical, office automation support, and receptionist in support of the ministries of Good Shepherd Evangelical Lutheran Church.
  3. The Administrative Assistant will work closely with Pastor, Preschool Director, Staff Minister and Preschool Teachers to coordinate and execute various ministry tasks.
  4. The Administrative Assistant position will not exceed 20 hours/week and on average will likely be 15-20 hours/week. Hours are flexible but preferably 8:30am -12:30 pm Monday-Friday. Seasonal work may result in minimal hours during the summer months. Schedule is to be agreed upon at the time of hiring. Working remotely may be appropriate at times, but being in the office is preferred.
  5. While this position does provide great flexibility, it does not have a paid leave benefit. Requests for time off should be directed to Pastor, Preschool Director and/or other person designated by the Human Resource Ministry Team.
  6. This is an “at will” position which means that the employee or the Church Council may choose to terminate the employment relationship at any time, with or without cause, and with or without advance notice. There is not an expressed or implied legally enforceable contractual obligation for employment in this position.

Expectations

  1. Confidentiality is critical to this position. Personal information pertaining to pastoral care and contacts, financial and member information must remain confidential. Information released at Voter’s meetings may be released to members of Good Shepherd, however, release of this information to third parties must be approved by a representative of the Church Council.
  2. If the Administrative Assistant is a member of Good Shepherd and is doing volunteer work in areas not identified to be within the purview of this position, that work is not viewed as work relating to this position, and will not be approved for compensation.
  3. At work, the employee must maintain a professional appearance. Casual attire is permitted.
  4. The Administrative Assistant will keep track of own hours and submit to pastor or other person designated by the Human Resources Ministry Team for approval. The frequency of submission of timesheets and pay will be determined by Human Resources in coordination with payroll processing.
  5. Employees are expected to work in a safe manner and identify unsafe working conditions to the Human Resources Ministry Team. If a work place accident occurs, medical attention should be sought, and the incident reported immediately to the President of the Church Council and to a Human Resources Ministry Team member.
  6. Use of Church computers, printers and other electronic equipment is primarily for work related or approved activities only, and for use in a professional and productive manner. Cell phone use should be limited while in the office.
  7. The work area is to be kept neat and orderly since it is many people’s first impressions of our ministry. Reorganizing, moving or adding furniture or other equipment to this area must be approved by the Church Council.
  8. We expect all employees to have an open dialog with one another concerning work related issues so they can be resolved in Christian love, forgiveness and patience. Unresolved issues will be elevated to the Human Resources Ministry Team and Church Council.
  9. As an employee of Good Shepherd, you are a representative of our ministry. Use of social media platforms should reflect Christian character and represent our ministry in a positive way.

Responsibilities:

  1. Reception
    1. Welcome those who walk into the office looking for pastoral or preschool assistance
    2. Answer phone calls and direct inquiries
    3. Deliver messages in timely fashion either personally, written or by email
    4. Check phone messages and appropriately respond or direct in timely fashion
  2. Mail
    1. Check and take out mail daily
    2. Distribute mail to appropriate person(s)
    3. Purchase stamps as necessary
    4. Help with mailings as necessary (labels, envelopes, etc.)
  3. Email
    1. Checks church and office email accounts regularly throughout day
    2. Responds or redirects to appropriate person(s) in timely fashion
  4. Maintain Church360 (Church management software/database)
    1. Maintain current member information & action(s)
      1. Change in address and contact information
      2. Record birth, baptism, confirmation, marriage, death, membership change (transfer, remove, etc.) adding appropriate notation for further explanation
    2. Maintain prospective member information & action(s)
      1. Change in address and contact information
      2. Tag as prospective member and add to email list
    3. Enter new member information & action(s)
    4. Create and change tags as necessary
    5. Update appropriate calendars with events (church, preschool, community etc.)
    6. Use information to assist in submitting annual Synodical statistical report
    7. Enters “Connection Card” information on weekly basis for worship attendance and prospect follow-up.
  5. OneDrive/SharePoint
    1. Upload and edit documents for future reference and sharing
  6. Master Wall Calendar
    1. Church & preschool events, borrowing of tables & chairs, organists/pianists, worship services, snow removal etc.
    2. Primary way of tracking facility usage
  7. Assist Ministry Teams
    1. Generate volunteer lists with specific interests or past involvement
    2. Email specific groups or congregation at direction of Ministry Team
    3. Collect information as submitted (VBS, preschool registrations etc.)
  8. New Member Information
    1. Distribute and record all new member forms
      1. Personal information
      2. Interest and abilities
      3. Electronic giving
    2. Assign envelope number through Church360 in coordination with Financial Secretary/bookkeeper
    3. Assign mail slot with name and put offering envelopes and church directory in
    4. Requests and posts pictures on member picture display
  1. Cradle Roll
    1. Assist the preschool director and/or volunteer in charge of cradle roll
  2. Preschool
    1. Assist the Preschool Teachers and Director with:
      1. Various mailings throughout the year
      2. Review and submit health records
      3. Create invoicing files
      4. Send monthly email reminders to preschool families not making use of automatic e-payment
      5. Report late non-payment to preschool director
      6. Maintain files with background checks
      7. Make copies as requested
      8. Assemble communication folders
  1. Assemble “Memory books” as requested or needed
  2. Filing
    1. Maintain orderly filing system
    2. Maintain personal profiles for individual members/families in secure location
  3. Worship Folder
    1. Create weekly worship folder using templates found in “s” (share drive) using information provided by pastor on worship spread sheet
    2. Have pastor approve worship folder before printing/copying
    3. Print, copy and place in back of church for distribution
  4. Weekly Voice/Bulletin
    1. Collect announcements/information from various sources and insert in weekly bulletin
    2. Review bulletin for spelling or grammar mistakes
    3. Review bulletin for out-of-date announcements
    4. Gather information for current and following week’s ushers, greeters, various cleaners
    5. Print and copy appropriate number based on previous worship years’ attendance
    6. Post or send to website coordinator for posting on website
  5. Worship-related
    1. Prints monthly worship and Communion attendance sheets for ushers
    2. Checks written worship attendance with Church360 attendance for that week and makes necessary adjustments in conjunction with pastor
    3. May be asked to record worship attendance in addition to Church360
    4. At end of month sends record of keyboardist from previous month to Treasurer/bookkeeper for payment
    5. Conduct visual inspection of sanctuary on Fridays to ensure hymnals are neat and orderly.
    6. Ensures narthex is orderly, removes old service folders and materials
    7. Review bulletin board material for out of date announcements or other publications
    8. Produces member nametags
  6. Monthly Newsletter
    1. Send out email to various people and ministry teams asking for newsletter articles and announcements, and notifying of deadline for submission.
    2. Collect articles and announcements and add to newsletter template
    3. Create monthly calendar to accompany newsletter
    4. Include usher, greeter and cleaning schedules
    5. Print, copy and distribute in mailslots for those wishing to have hard copy
    6. Send PDF to those wishing to receive by email
  7. Scheduling and coordinating volunteers such as ushers, greeters, cleaners and other volunteers
    1. Maintain list of volunteers available to greet, usher and clean
    2. Create monthly schedule of volunteers for newsletter and bulletin
    3. Send email or call with reminders the week leading up to their scheduled volunteering
    4. Assist Ministry Teams with volunteers by generating lists of interested volunteers, contacting by phone or email, and providing reminders
  8. Ordering Office and School Supplies
    1. Place orders for preschool Director and pastor/church
    2. Maintain password and login information for vendors (Amazon, Office Depot/Max, Northwestern Publishing House, Concordia Publishing House, etc.)
    3. Works with Financial Secretary in ordering and labeling offering envelopes on annual basis
  9. Copyright Licensing
    1. Report use of copyright licensed materials for worship and streaming to One License and CCLI
  10. Background Checks
    1. Coordinate with Human Resources Ministry Team
    2. Keep background checks for all volunteers of children’s ministry in secure location
  11. Website
    1. Work with website volunteer to assure content remains current and accurate
    2. Add any news items to the website
    3. Work with website volunteer to upload various PDF to the website (Preschool handbook, registration forms, Sunday school and Bible class materials)
  12. Church Sign
    1. Change outdoor sign at the request of pastor or others
  13. Outreach Administration
    1. Help with outreach efforts by updating Salesforce
    2. Assisting with community mailings
  14. Other mutually agreed upon tasks

SKILLS NECESSARY FOR THE POSITION:

  1. Must possess an understanding of the ministries of Good Shepherd Evangelical Lutheran Church and how the church is organized to execute its ministry plan. Must possess an understanding of administrative procedures within the church.
  2. Must be able to work independently, exercise a high level of confidentiality, possess people-oriented skills, written and oral communication skills, and must possess attention to detail.
  3. Must possess a working knowledge of Microsoft Word, Excel, PowerPoint, and Publisher.

FAIR LABOR STANDARDS ACT: Position is Non-Exempt

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