Administrative Assistant - Care & Recovery (One Church Team)

SUMMARY:

The Care & Recovery Administrative Assistant provides high-level administrative, operational, and relational support to the Care & Recovery Team, enabling pastors, ministers, and leaders to focus on direct ministry and leadership.

Because this role supports sensitive care work, the Assistant must demonstrate maturity, confidentiality, and a strong alignment with Pinelake Church’s mission and values.

GENERAL RESPONSIBILITIES:

• Works in coordination with the overall goals and objectives of Pinelake Church and the Care & Recovery Team.
• Assists the Lead Pastor of Care & Recovery to work toward excellence in all areas of the ministry.
• Provides administrative assistance for all activities that support the ministry's strategies. Communicates these activities to other staff members and the ministry team.
• Assists the Care & Recovery Team members, when needed, to support teamwork and contribute to the successful completion of their objectives and strategies.
• Basic personal responsibilities:
  • Maintain a vital and growing personal walk with the Lord through committed Bible study, prayer, meditation and practicing L3.
  • Maintain proper priorities in your home including your spouse and children (if married and/or with children).
  • Faithfully support the ministries of Pinelake by maintaining wise stewardship measures over the resources entrusted to you.
  • Maintain active participation in community.
  • Reflect a growing awareness and practice of personal Emotional Healthy Spirituality.
  • Perform duties and responsibilities in a manner to glorify Christ and further the mission and ministry purposes of Pinelake Church (Colossians 3:23-24).
  • Value the 7 H’s of our staff culture in your heart, home, and life (Humility, Honor, Honesty, Hunger, Holy Spirit, Health and Harmony).

SPECIFIC JOB DUTIES:

Administrative Duties:

• Serve as a primary administrative partner to the Lead Pastor of Care & Recovery, anticipating needs and supporting effective leadership across all areas of care ministry while also partnering with the entire team.
• Coordinate scheduling and preparation for meetings, events, gatherings, and travel related to the Care & Recovery Team.
• Support ministry events and special care initiatives with administrative and purchasing functions, including staff recognitions, bereavement support, care for families during mission trips, and similar functions.
• Host staff, guests, and ministry partners with exceptional hospitality, ensuring a welcoming, organized, and supportive environment.
• Ensure refreshments are restocked daily for any upcoming appointments.Support onboarding and offboarding processes as assigned, ensuring smooth coordination and documentation.
• Maintain accurate records, databases, and reporting systems related to care, recovery, referrals, and ministry activity.
• Prepare summaries, reports, and updates to support informed decision-making and cross-ministry collaboration.
• Assist the Lead Pastor of Care & Recovery in tracking the annual budgets for the team.
• Prepare purchase orders and check requests; track, reconcile, and report monthly expenses.
• Order curriculum, materials, and resources as requested, ensuring responsible stewardship of church funds.
• Perform other duties as assigned.

Communication and Collaboration:

• Facilitate clear, timely communication across ministry areas through project coordination, reporting, and consistent follow-up.
• Coordinate Care Connect processes between the Hiring Team and the Care & Recovery Team.
• Act as a liaison between the Care & Recovery Team and internal departments, external providers, and ministry partners as requested.

External Providers & Agreements

• Assist the Care & Recovery Team in working with external professional providers, including coordination and administration of third-party payer agreements.

• Maintain documentation, track agreements, and support compliance with approved processes and timelines.

SUPERVISORY RESPONSIBILITIES:
May work with servant leaders and other staff members.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION AND EXPERIENCE:

High school diploma or equivalent minimum; college degree preferred. Five years of administrative experience.

LANGUAGE SKILLS:

The individual must have excellent interpersonal skills, ability to work with a diverse group of people, communicate clearly and effectively on the telephone, e-mail and in person, demonstrating tact and diplomacy. Exceptional interpersonal skills are required to develop and maintain strong working relationships with volunteers, co-workers, the public and church members and regular attendees. The individual must have the ability to understand written or oral instructions; read, analyze and interpret complex documents, instructions manuals, policies and procedures is essential.

COMPUTER AND MATHEMATICAL SKILLS:
The individual must have demonstrated skill in the use of Windows/MacOS to complete tasks, including word processing and spreadsheets and the ability to use the internet for information retrieval. The individual must have basic mathematical skills, knowledge of bookkeeping and basic accounting, and budget and expense monitoring. The individual must have the ability to read financial information and spreadsheets.

REASONING ABILITY:

The individual must be able to define problems, collect data, establish facts, and draw valid conclusions; respond effectively to the most sensitive inquiries; simultaneous conceptualization and planning of multiple tasks, ability to project outcomes using different implementation strategies and ability to apply creative and innovative thinking to problem situations; and solve practical problems. The ability to work effectively and efficiently under stressful conditions to ensure deadlines are met is essential.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is required to stand, walk, and reach with hands and arms.

Must be able to lift up to 25 lbs.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level of the work environment is usually moderate.