Northern California Conference
Job Description

SUMMARY: Under direct supervision, answer phones, process incoming and outgoing mail and assist the
Trust Officer in the administration of matured estates. Under direct supervision, facilitate the
flow of property documents, including use agreement applications, hold harmless agreement
applications, completed use and hold-harmless agreements, leases, contracts and property
purchase/sales transactions. Maintain records in Goldmine database. Under direct supervision,
maintain files and perform general clerical duties for the Associate Treasurer and assist with
preparation and mailing of distributions, tax returns and other documents. Under direct
supervision, facilitate the flow of property tax exemption documents to ensure the timely filing
of exemption applications. Under direct supervision, file all receipts, checks, statements,
correspondence, and other items relating to trusts, CGA’s and other planned gifts. Track and
obtaining proof of insurance for life estates, matured estates, notes receivable and other
Conference properties.

ESSENTIAL DUTIES & RESPONSIBILITIES:

1. Open, sort, date stamp and distribute all Department mail promptly upon delivery.
2. Answer the Trust Officer’s phone when he/she is not available and take messages.
3. Prepare communications for the Trust Officer as directed.
4. Arrange for the forwarding of mail for deceased trustors/donors as directed by Trust Officer.
5. Order flowers, or gifts in lieu of, for Funeral and Memorial Services as directed by the Trust Officer.
6. Order death certificates from the appropriate agency as directed by the Trust Officer.
7. Perform internet research as directed for the location of beneficiaries, assets, etc.
8. Utilize and develop an understanding of trust accounting and database software.
9. Utilize Excel & Word, Outlook and other programs.
10. Prepare mass mailings (Newsletters, marketing materials, Etc.) and annual gift mailings as directed.
11. Scan documents and electronically file or email as directed.
12. Prepare documents needed for closing trust/estate asset accounts as directed.
13. Create working files and property sale files for the Trust Officer and Director.
14. File documents for Treasury/Trust & Property Management Department.
15. Assist in the preparation of documents needed for trust and estate distributions, tax returns, Etc.
16. Assist in the preparation and timely filing of annual property tax exemptions for all eligible

Conferenceowned properties.
17. Utilize an Excel spreadsheet to track the processing and filing of all property tax exemptions each

year.
18. Other duties as assigned.

JOB REQUIREMENT:

DATE:
LOCATION:

STATUS:
REPORTS TO:

August 2023

NCC Office – Planned Giving and
Property Management

Full-time/Regular/Non-Exempt

Director of Planned Giving and
Property Management

Title:
Wage/Salary:
ERI Category:
Job Code:

Administrative Assistant -
Trust Officer/Property

TBD

Step/Percent:

This position requires strict confidentiality. The employee must refrain from accessing confidential
information not specifically required for his/her duties. The employee must refrain from releasing
confidential information to individuals who are not authorized to receive information and from discussing
sensitive information with coworkers, friends, family members, and other associates without a legitimate
“need to know” and/or proper authorization. The employee must follow documented protocols in
transmitting confidential information.
JOB SPECIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty with judgment,
creativity, discretion, and use of intellectual ability. The requirements listed below are representative of the
knowledge, skill, ability, and physical requirements necessary to perform the job.
Education and/or Experience
High school diploma required; bachelor’s degree preferred. Three-plus years administrative assistant
experience.
Language Skills
Must be able to read and write functional English. Must possess the ability to read, analyze, and interpret
documents, as well as the ability to respond effectively to very sensitive inquires and complaints.
Mathematical Skills
Must be able to add, subtract, multiply, and divide in all units of measure, using whole numbers, common
fractions, and decimals. Must possess the ability to read charts and graphs.
Computer Skills
Intermediate knowledge of Microsoft Office Suite (Word, Excel, Outlook). Must possess computer literacy for
internet research and knowledge of applicable programs and software.
Reasoning Ability
Must be able to apply principles of logical or scientific thinking to a wide range of intellectual and practical
problems. Must possess the ability to deal with nonverbal symbolism and a variety of abstract and concrete
variables.
Certificates, Licenses, Registrations
None required. (Must be a member of the Seventh-day Adventist Church, in good standing.)
Other Skills and Abilities
Must be able to relate to diverse groups of people (cultural, gender, age, etc.). Must be a team player and be
able to work in a team-like environment. Must have good written and verbal communication skills, as well as
the ability to listen carefully. Must possess adaptability and demonstrate creative responses to setbacks and
obstacles. Must show personal management and motivation to work toward goals. Must demonstrate group
and interpersonal effectiveness, cooperativeness, and teamwork, and be able to negotiate disagreements.
Regular attendance is required.
Physical Demands
While performing the duties of this job, the employee is regularly required to stand, walk, and sit. This job
requires the frequent use of keyboard and mouse. The employee must occasionally lift and/or move up to 30
pounds. (Assistance should be requested when lifting requirements exceed 30 pounds.) Specific vision
abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth
perception, and ability to adjust focus.

Work Environment
The work environment is usually an office setting with a moderate noise level. Essential responsibilities are
performed primarily in a sedentary and comfortable manner. Work area is well lighted and ventilated.
Overtime is not permitted without supervisor’s prior approval. A work day is 9.5 hours worked between 7:00
a.m. and 6:00 p.m. Monday - Thursday.
* * * Reasonable accommodations may be made to enable individuals with disabilities to perform

the essential functions.