Administrative Assistant - Women Ministries (WM)

Please be sure to submit a current resume when applying for this position

POSITION SUMMARY

Performs diverse clerical and support duties for department and supervisor.  May work with information of a highly confidential nature and assists in designated administrative details using initiative and sound judgment.  High levels of tact, friendliness and other aspects of strongly developed interpersonal skills plus proven organizational skill are crucial.

COMPENSATION

• Full - time hourly position with benefits
• Remuneration: Grade 5 ($22.67 - $34.01)

BENEFITS

Hourly employees are eligible for benefits including health insurance, paid time off, and retirement savings plans, with eligibility based on hours worked.

SUPERVISORS

Galina Stele

ESSENTIAL JOB FUNCTIONS

• Schedules and maintains daily calendar of Women’s Ministries team and departmental shared calendar.
• Provides clerical support and assists with travel and lodging arrangements as needed.
• Prepares correspondence, agendas and committee minutes.
• Assists supervisor in preparing statistics, reports, PowerPoint presentations, special projects, etc., as requested.
• Prepares monthly departmental ledger reports.
• Handles all departmental check requests, division transfers and deposits, and monitors departmental accounts with Director. Keeps record of all accounts receivable and accounts payable in account database.
• Prepares and monitors contracts in Conga, ensuring timely follow-up and completion of all required actions.
• Maintains departmental records in accordance with the established records retention schedule.
• Responsible for email mailing lists, and office Christmas card and birthday lists.
• Manages Scholarshipping Our Sisters (SOS) databases for scholarship and special project donations including receipting and correspondence.
• Assists and coordinates with GC Session Women’s Meetings during GC Session. Corresponds with directors and speakers. Collects video reports, travel arrangement for staff, creates work timeline, organizes meetings. Assists with yearly Annual Council dinner for women delegates and annual awards.
• Reserves meeting rooms and schedules Zoom meetings.
• Screens telephone calls--responds to routine/non-routine inquiries; refers unusual or complex inquiries to supervisor or other appropriate offices; transfers calls to other desks.
• Assists with SOS meetings and book sale; keeps track of funds received and deposits it with GC Treasury.
• Establishes and maintains the cataloguing of inventory in the workroom, storage room and warehouse.
• Maintains a well-organized office, often in the absence of a supervisor, with an efficient filing system, which includes setting up and maintaining departmental files in digital and paper form.  
• Handles sales and mailing of departmental resource materials.
• Responsible for ordering office supplies and other materials for the department.
• Compiles yearly statistics for all division Women’s Ministries departments.
• Must be a member in regular standing of the Seventh-day Adventist Church.
• Must maintain a regular and reliable attendance schedule.
• Other duties as assigned.

QUALIFICATIONS

Education and Experience

• Bachelor’s (BA/BS) degree required. Relevant successful work experience may be acceptable in lieu of academic requirements.
• Three years office experience are needed to gain the skills and knowledge required to perform job duties

Knowledge Skills & Abilities

• Well-developed knowledge of principles, policies and beliefs of the General Conference and the Seventh-day Adventist Church. Requires well-developed knowledge of church employment policies and practices.
• Proficiency in up-to-date office procedures such as filing, telephone techniques, office equipment (including computer), proficient in MS Office Suite (Word, Excel, Outlook and Access)and English language usage (spelling, grammar, punctuation, etc.).
• Ability to perform clerical and support duties with speed and accuracy without constant supervision.
• Must have the ability to work under pressure and with many interruptions. Position requires keyboard speed, with high accuracy with ability to perform duties accurately and efficiently.
• Individual must exhibit ability to effectively handle confidential information/situations at all times.