Administrative Assistant, Bureau for Federal Chaplaincy Ministries

    • Job Tracking ID: 512830-599676
    • Job Location: Advocacy Washington DC Office, DC
    • Job Level: Any
    • Level of Education: Any
    • Job Type: Part-Time/Regular
    • Date Updated: November 29, 2017
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

Closing date: 1/12/2018

Job Context Information

The authority of the Assistant to the Presiding Bishop and Director, Federal Chaplaincies is derived from the Office of the Presiding Bishop of the Evangelical Lutheran Church in America. To assist in the fulfillment of constitutional provision 13.21.j, the presiding bishop of this church appoints an assistant to carry out duties related to the chaplaincies of the ELCA in the U.S. armed forces, the Department of Veterans Affairs, the Federal Bureau of Prisons, and other federal agencies and institutions which may develop a chaplaincy. The Assistant to the Presiding Bishop for Federal Chaplaincy Ministries is the representative of the ELCA to the military services; the Department of Veterans Affairs, the federal Bureau of Prisons, their chiefs of chaplains, the chaplains, and the people whom they serve.

Job Purpose

This is a part-time position with benefits, located in Washington, D.C.

This position provides administrative support to the Assistant to the Presiding Bishop and Director, Federal Chaplaincies. The ELCA Bureau for Federal Chaplaincy Ministries is responsible for 200 clergy plus seminary students (chaplain candidates) serving in federal chaplaincy positions and interfacing with the appropriate federal agencies.

Job Responsibilities

1. Acts as first line of communication for this office. Fields calls and emails from chaplains, chaplain candidates (seminary students) and applicants for federal chaplaincy ecclesiastical endorsements. Serves as spokesperson for the Assistant to the Presiding Bishop and Director, Federal Chaplaincies in his absence.

2. Provides logistical and administrative support for six annual meetings of the ELCA Federal Chaplaincy Ministry Advisory Committee and two Working Groups appointed by the Advisory Committee.

3. Provides logistical support for the continuing annual study program for ELCA federal chaplains by providing advanced communication, compiling schedules and invitations to participants, and establishing contracts for food, lodging, and speakers for the Lutheran professional education training event. Works with ELCA churchwide colleagues to provide on-line registration and travel plans. Processes all individual reimbursement vouchers for participants.

4. Maintains Access database and files and resources for ELCA federal chaplains: maintains the registry of pastoral acts administered by ELCA federal chaplains and thereby serves as the repository of ELCA pastoral acts reports.

5. Prepares ecclesiastical endorsements for ELCA clergy who meet the requirements of this church and federal agencies, and transmits them to the offices of the service Chiefs of Chaplains, Department of Veterans Affairs and the federal Bureau of Prisons.

6. Serves as financial coordinator for the Bureau for Federal Chaplaincy Ministries, including maintaining and reporting financial reports, filing expense reports on behalf of all ELCA chaplains attending professional education training events, prepares reimbursement vouchers for staff and non-staff expenses, and tracks the monthly expense accounts and travel budget of the office. Reconciles the VISA and American Express credit card expenses to the statement each month. Processes contributions to the ELCA Fund For Leaders Federal Chaplaincy Scholarship Endowment, non-restricted gifts, and donations for purchasing and shipping prayer books to chaplain ministries sites.

7. Collects semi-annual reports and reports of all pastoral acts submitted to the office. Maintains an electronic and paper record of semi-annual reports from chaplains. Enters details of all pastoral acts in the Parish Register. Maintains all official documents for this office; protects the confidential files and communications of the Bureau for Federal Chaplaincy Ministries.

8. Assists in the recruitment of candidates for the chaplaincies on behalf of the ELCA by directing seminarians in their entry into the chaplain candidate programs of the military services and maintaining detailed records. Stays informed on the recruiting needs and application requirements for chaplaincies in the Departments of Defense, Veterans Affairs, and Justice.

9. Other duties as assigned.


Attends the professional education training event each year at an off-site location (overnight travel required; normally 3 - 5 days). Arranges one-day meetings and attends as needed meetings of the Federal Chaplaincy Ministry Advisory Committee, Working Groups, and the staff of the Office of the Bishop, ELCA.

Physical Effort.

While performing the duties of this job, the employee is regularly required to talk and hear, use hands and fingers to operate a computer and telephone. This position requires sitting for long periods of time. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions. Office routine movement and lifting, including packing items for shipping. Lifting up to 40 pounds in boxes for shipment via the post office or delivery service. Occasional lifting and moving of bulk food items (food trays, cartons of bottled beverages, bags of fruit).

Experience and Skills:

  1. 2-3 years’ experience in an office environment, including experience with general bookkeeping and managing electronic filing systems. Expert in the use of Microsoft Word and working ability in both Microsoft Access and Excel; ability to research and communicate using internet and social media sites.
  2. Excellent communication skills, both written and verbal. Ability to convey a caring and compassionate concern for others in face-to-face, telephone and email communication.
  3. Motivated, self-starter; demonstrated ability to work independently