Administrative Assistant - Int'l Personnel Services & Resources (IPRS)

POSITION SUMMARY

Performs diverse clerical support duties for department co-directors.  Assists in designated administrative details using initiative and sound judgment.  May draft letters and/or deal with information and situations of a complex and highly confidential nature.  High level of technical (well developed keyboard/computer, etc.) skills, high levels of tact, friendliness and other aspects of strongly developed interpersonal skills plus proven organizational skills are crucial.

COMPENSATION

• Full - time hourly position with benefits
• Remuneration: Grade 5 ($23.28 - $34.93)

BENEFITS

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

SUPERVISORS

IPRS Co-Directors

ESSENTIAL JOB FUNCTIONS

• Schedules and maintains daily calendar of supervisors; processes travel authorization requests, requests Treasurer’s office to add travel items to Treasury calendar, and makes travel and lodging arrangements as requested.
• Maintains the travel and vacation calendar of the IPRS Team.
• Screens telephone calls, responds to routine/non-routine inquiries using standardized formats; refers unusual or complex inquiries to supervisors or other appropriate offices.
• Processes incoming mail, opening, dating, sorting and distributing to departmental staff.
• Arranges training schedules for visiting division officers and ISE coordinators.
• Enters ISE call information into database for call tracking.
• Assists IPRS accountant by registering voucher information for tracking purposes.
• Assists IPRS Co-Directors in preparation of IPRS Team Meeting agendas.
• Performs recording secretary functions as required. This includes taking and producing minutes for review by supervisors and following the standardized employee notification process of committee actions and serves as custodian of IPRS Team Meeting minutes.
• Monitors and maintains IPRS office supply inventory and orders replacement items as necessary.
• Processes expense reports for supervisors.
• Assists supervisors in preparing reports, special projects, etc., as requested.
• Maintains/updates office equipment inventory listing, serving as coordinator of basic office equipment.
• Assists with logistical items for IPRS Team events.
• Coordinates the duties of the IPRS floaters.
• Serves as IPRS coordinator for quarterly electronic newsletter.
• Monitors IPRS SharePoint Portal and recommends items to increase effectiveness of the IPRS Team.
• Provides email response to communications from ISEs regarding prayer requests.
• Creates greeting cards for staff special events and ISE bereavement occasions.
• Performs other work-related duties as assigned by supervisors.
• Serves as backup for MPPC agenda preparation and to ISE Specialists, as arranged by supervisors.
• Participates in cross-training for other IPRS positions, as arranged by supervisors.
• Must be a member in regular standing of the Seventh-day Adventist Church
• Must maintain a regular and reliable attendance schedule.
• Performs any other tasks assigned by

QUALIFICATIONS

Education and Experience

• Bachelor’s degree (BS/BA) required. Appropriate successful work experience may be acceptable in lieu of scholastic requirements.
• Three years of relevant successful work required.  Previous experience in a denominational office preferred. 

Knowledge Skills & Abilities

• Well-developed knowledge of principles, policies and beliefs of the General Conference and the Seventh-day Adventist Church.
• Must exhibit extensive initiative; often working with minimal supervision and actively participate in identifying needed improvements and/or problem-solving.
• Adaptable and able to evaluate priorities.
• Must be proficient in use of MS Office Suite.
• Ability to perform clerical and support duties with speed and accuracy without constant supervision.
• Must be creative in writing letters and handling office affairs, both regular and special.
• Requires well developed knowledge of church employment policies and practices.
• Knowledge of up-to-date office procedures such as filing, telephone techniques, office equipment (including computer, etc).
• Must have strong verbal and written English usage skills.
• Position requires keyboard speed with high accuracy.
• Must be able to facilitate good communications among departmental staff, other departments and outside personnel.

Salary : $23 - $35