Administrative Assistant

3 days ago

Meridian, United States District 3 of The United Methodist Church Full time

District 3 (MER/HAT area) of the Mississippi Annual Conference of the United Methodist Church ADMINISTRATIVE ASSISTANT Non-exempt position (FLSA) This position provides organization, broad administrative duties, project planning, and communication for District 3 of the Mississippi Annual Conference of The UMC. The core values of love, generosity, justice and apprenticeship are central to relationship building through the administrative assistant's role. Abilities and Skills: • Proficient in computer skills to include Microsoft Office (Word, Excel, Publisher, Outlook), Adobe, along with use of graphics, photo editing and other publishing programs • Willingness and capacity to manage data with accuracy and attentiveness • Good understanding of the organization and structure of The United Methodist Church (or a willingness to learn) • Spirit of hospitality and welcome through encounters with others in the office, through telephone conversations or with electronic communications Tasks and responsibilities to include but not limited to: • Provide administrative support for the District Superintendent, District Lay Leader, District Lay Servant Coordinator and maintain master calendar for committee meetings • Answer telephone calls and respond in an appropriate and courteous manner • Create system to notify District Superintendent promptly of messages (phone, in person, electronic) • Receive guests who come to the office • Keep check on office supplies and replace items in a timely manner • Open mail and sort appropriately • Keep all filing of the district office up to date and in current working order • Type and mail correspondence as directed by the District Superintendent • In consultation with the District Superintendent and District Finance officer, maintain records on office equipment purchased or leased for district use, including maintenance records • Oversee Administrative functions of the day-to-day activities for the district including: o Manage projects, determine priorities, maintain a high degree of professionalism and confidentiality, comfortably take initiative and exercise independent judgement to resolve issues o Organize events and prepare materials for charge conferences, appointment making, meetings, training programs, and conferences o Manage the Conference Database and learn new office technologies (including but not limited to Brick River, Mission Insite, Ezra, Dropbox, UMData, Vital Signs, Basecamp, and E-bridge) • Produce the annual Clergy Directory for the district to be distributed electronically (printed copies upon request) • Collaborate with District Superintendent, other district staff, district officers, and conference staff • Respond appropriately and in a timely manner to requests by church members • Evidence capacity for graphic design and electronic media for various print and Web-based publications, coordinate, layout and publish the district e-newsletter • Maintain district 3 (currently Meridian District) Facebook page and District webpage • Communicate all conference or district programs and events to local churches and pastors • Create and maintain updated church files, clergy files (personnel and supervisory), District Committee on Ministry data, and charge conference files including clergy compensation sheets • Perform data input for Conference online database • Provide Conference offices/agencies reports, lists, and research when requested • Maintain confidentiality: Staff will not disclose information beyond basic directory information clearly intended for publication Remuneration and Reporting: • Total compensation will be negotiated dependent on experience • Position requires 32 hours per week to qualify for insurance benefits. If more hours are required in a week, prior written approval must be given by the District Superintendent • Vacation time, holiday, sick days, and personal/family days will be consistent with the Mississippi Annual Confe ence Personnel Policy • Occasional outside responsibilities such as pastor's meetings, annual conference, district training events, district meetings, etc., may require work outside normal office hours. For instance: The District Administrative Assistant is responsible for registration of laity and clergy members of the Annual Conference. Travel expense will be paid by the district at the recommended conference rate but will require the time worked to be validated by the District Superintendent. •If using a personal vehicle for district errands or to district events, mileage will be paid as designated by Federal law (from district office to location of event). Requests for mileage reimbursements must be submitted with proper documentation on a monthly basis • There will be a six month period of probation and adjustment for any new employee with review of work at the six-month mark by the District Superintendent and District Personnel Committee • Termination policies will follow the Mississippi Conference Personnel Policy • Access to health insurance is provided for full time employees according to hours worked as required by federal law • Access to a pension plan through the MS Conference of The United Methodist Church is available. This is an employee-funded pension plan. Deposits by the employee are automatically deducted from your paycheck and sent to the appropriate conference account

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