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Facilities Administrative Assistant- SC(FT)

3 months ago

Ozark, United States JAMES RIVER CHURCH Full time
Job DescriptionJob DescriptionDescription:

Job Summary

The Administrative Assistant will serve as the Administrative Assistant to the Facilities Director and Department by providing administrative duties connected with all aspects of facilities management, budget management, calendar coordinator, and the facility coordinator ensuring the team has adequate support to work efficiently.


Essential Responsibilities & Duties


General:

  • Answer and screen incoming calls and emails for the Facilities Director.
  • General clerical duties including photocopying, mailing, and filing.
  • Schedule and coordinate meetings, agendas, appointments, and travel for the Facilities Director.
  • Manage office supplies and stock, and place orders.
  • Manage, create, revise systems and documents; as necessary.
  • Assist Facilities Director with addressing questions referring to construction, projects, events, and day-to-day operations.


Human Resource & Accounting:

  • Liaison between Human Resources and the Facilities Team.
  • Reconcile payroll timesheets for the Facilities Team.
  • Assist the Accounting Department with obtaining current vendor COI’s and vendor packets.
  • Monitor, oversee, and manage an extensive budget under the direction of the Facilities Director.
  • Verify coding and approve accounts payable invoices and transactions for remittance.
  • Compile budget proposals.
  • Manage departmental changes and report staff issues to the Facilities Director.


Facilities Management:

  • Emissary for the Department when the Director is off-site.
  • Compile weekly, monthly, and yearly reports.
  • Planning and coordinating procedures, systems, and devising ways to streamline processes.
  • Manage department radio communication and equipment.
  • Supervises assigned staff.
  • Coordinate Community Service workers.
  • Oversee building key assignments and processes.
  • Have a good understanding of Church calendar and Work Ticket management software and oversee Dream Team coordination when needed.
  • Responsible for all event set-up and tear-down as noted in the Church Calendar.
  • Work closely with the Calendar Coordinator, Facility Coordinator and Budget Coordinator. Conduct weekly/bi-weekly meetings with team to ensure proper training and address any issues.
Requirements:

Job Requirements

  • An associate’s degree is preferred in business, accounting, office administration, or another related field.
  • Three (3) years of experience related to administrative duties.
  • Three (3) years in a supervisory role of a minimum of three (3) people.
  • Must be able to lead well, be outgoing and friendly, able to handle confrontation gracefully.
  • Exhibit good judgment, honesty, integrity, responsibility, and punctuality through the utilization of professional work standards.
  • Exhibit professionalism and always maintain confidentiality.
  • Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment; as well as English usage, spelling, grammar, and punctuation.
  • Capacity to interact positively with and provide service to others at all levels within James River Church.
  • Must have strong analytical skills and the ability to make independent decisions.


Knowledge, Skills, & Abilities

  • Skilled in Microsoft Suites and Adobe software.
  • Ability to communicate effectively orally and in writing.
  • Ability to establish and maintain effective working relationships with supervising personnel, coworkers, civic organizations, business professionals, and the public.
  • Ability to get along well with others and handle confidential matters.
  • Ability to manage time and multiple priorities to meet deadlines.
  • Ability to work in a fast-paced environment while meeting critical deadlines.


Code of Conduct & Character

James River Church is Pastor-led, and staff driven with board oversight. James River Church staff are expected and considered to share in the responsibility of practicing and propagating the Christian gospel message and upholding the doctrine of the Church (the employer), as stated on our website and in our Bylaws. As leaders and ministers of the gospel, staff therefore agree to the following:


1. Develop and maintain a close personal walk with the Lord including:

a. Daily devotional time with the Lord.

b. Daily dependence on the empowerment of the Spirit.

2. Develop a strong marriage and family life. This includes:

a. Communicating and sharing with your spouse.

b. Spending time together on days off and when extra time is available.

3. Keep personal finances in order with no delinquencies.

4. Attend all regularly scheduled services in the church. Special services and functions will be required as deemed necessary by the Lead Pastor.

5. Maintain a high level of personal integrity, honesty, and confidentiality in dealing both with the staff and congregation.

6. Maintain a Christian outlook and attitude at all times.

7. Maintain loyalty to the staff and church, actively promoting unity within the church.


HEART BEHIND ALL WE DO


1. JOY

Smile at EVERYONE you encounter

  • “Rejoice in the Lord always. I will say it again: Rejoice” Phil 4:4 (NIV)
  • “In your presence there is fullness of joy; at your right hand are pleasures forevermore.” Ps 16:11 (ESV)

2. ENTHUSIASM

Be enthusiastic about your role, about the church, & about what God is doing in your life and in the church.

  • “Zeal for your house has consumed me…” Ps 69:9 (ESV)
  • “I was overjoyed when they said, ‘Let’s go up to the house of the Lord.’” Ps 122:1 (TPT)

3. ENCOURAGEMENT

Be encouraging with your countenance, with your words, and with your actions to the team and to everyone you connect with as you serve

  • “So encourage each other and build each other up…” 1 Thess 5:11 (NLT)
  • “…Look for the best in each other, and always do your best to bring it out.” 1 Thess 5:15 (MSG)

4. LOVE AND CARE –

Show compassion & represent the love of Jesus

  • “Dear friends, let us continue to love one another, for love comes from God.” 1 John 4:7 (NLT)
  • “Love each other. Just as I have loved you, you should love each other.” Jn 13:34 (NLT)

5. SERVANT - MINDED

How can we help you with what you need? If needed, connect the individual to someone who can help.

  • “God has given each of you a gift from his great variety of spiritual gifts. Use them well to serve one another.” 1 Pt 4:10 (NLT)
  • “For even the Son of Man came not to be served but to serve others and to give his life as a ransom for many.” Mt 20:28 (NLT)
  • “…Through love serve and seek the best for one another.” Ga 5:13 (AMP)