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Administrative Assistant

Business Unit Summary 

Position Title : Administrative Assistant to Childcare Director

Business Unit : PASSAGE Family Church

Industry : Education, Childcare

Type : Full-Time

Position Locations: PASSAGE Christian Academy, Cuddly Kids Academy

Job Description

The Administrative Assistant provides clerical support to the Director/Manager of the Early
Learning Academy. Duties include general clerical, receptionist and project based work.
Seasonally the Administrative Assistant will be asked to participate in special events planning
and preparation, along with contacting volunteers.


Essential Job Duties and Responsibilities:

  • Greet the public and refer them to appropriate staff members, answer phone, route calls,  and take messages. 

  • Project a professional company image through in-person and phone interaction. ∙ Assist with updating calendar and distributes as directed. 

  • Assist staff with administrative duties as requested. 

  • Maintain and update client database in Smartcare software system.  

  • Process payment. 

  • Provide tour of facility as needed.  

  • Answer incoming calls and check voicemail.  

  • Compile information for reports for supervisor as requested. 

  • Attend meetings as required. 

  • Distribute correspondence and supplies to staff. 

  • Prepare outgoing mail.  

  • Prepare correspondence letters as needed. 

  • File and retrieve organizational documents, records and reports.  

  • Type and create Word and/or Excel documents as needed. 

  • Order office supplies and monitor inventory. 

  • Update and maintain mailing lists. 

  • Update and maintain all bulletin boards and door signage. 

  • Maintain visitor/volunteer logs. 

  • Maintain voicemail system and distribute messages.  

  • Prepare and maintain USDA monthly reports. 

  • Prepare and maintain student files. 

  • Assist in preparing for compliance audits.  

  • Formulate bulletins, inserts, and announcements.  

  • Create and edit departmental forms.  


  • 45 hours of Childcare Training (Part 1 & Part 2) 

  • CPR/1st Aid (Infants & Children) 

  • Strong writing skills. 

  • Ability to communicate effectively and professionally.  

  • Cheerful presence and people skills.  

  • Ability to follow oral and written instructions. 

  • Skill establishing priorities and managing workload.  

  • Self-starter who can work independently.  

  • Ability to work with a team. 

  • Technologically literate with Microsoft Office (Word, Excel, Powerpoint, Publisher, and  Outlook). 

  • Good organizational skills and record keeping (attention to detail is critical). ∙ Ability to operate office equipment, including but not limited to computer, telephone,  calculator, copiers and facsimile machine.  

  • Must sign and comply with confidentiality agreement.  

  • Clean drug test and background screening.


Physical Requirements:

  • This position requires visual acuity and manual dexterity sufficient to operate standard office equipment.  

  • Must be able to sit and/or stand for long periods of time throughout the day.

  • Task may involve extended periods of time at a keyboard or workstation throughout the day.  

  • Some tasks require oral and written communication ability throughout the day.

  • Must be able to lift and/or move boxes of approximately 20 pounds during the day.

  • Must be able to bend, stoop, stretch, squat, push, pull and walk up and down stairs multiple times throughout the day.  

  • May need to stand for periods of time throughout the day. 


• Good written, verbal, and interpersonal skills.

• Ability to effectively prioritize and execute tasks.

• Experience with a church membership management database is preferred.

• Proficiency in Microsoft Word, PowerPoint, Excel, and graphics software (e.g. Adobe InDesign) is preferred

• Proficiency in various social media platforms is essential.

• Experience training others in ministry activity and small group involvement.

• Experience with and the ability to engage diverse populations –generational, social, economic, and ethnic is desired

PASSAGE Family Church - Main Campus

2020 NE 15th Street

Gainesville, Florida 32609

United States of America

Office Hours: Monday - Friday, 8 am - 2 pm

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Mailing Address:

PO Box 5698

Gainesville, FL, 32627

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