POSITION DESCRIPTION
Position Title: Senior Administrative Assistant
Classification: Non-Exempt
Departments: Episcopal Office & The Board of Ordained Ministry
Immediate Supervisor(s): Assistant to the Bishop & Chairperson of the Board of Ordained Ministry
JOB OVERVIEW - TWO DEPARTMENTS INTO ONE POSITION
EPISCOPAL OFFICE, KEY RESPONSIBILITIES
1. Provide direct administrative support for the Episcopal Office as directed by the Assistant to the Bishop and/or the Bishop.
a. Responsible for making travel arrangements for the Bishop and preparing travel
folders.
b. Process regular mail daily – opening, date stamping, scanning, filing, routing.
c. Calendaring – responsible for distribution of Bishop’s public and private monthly
calendars to specified parties.
d. Notices – works in conjunction with the Board of Pensions and Communications
offices to ensure that notifications regarding the death of clergy and clergy spouses
are processed accurately, efficiently, and in a timely manner.
e. Assist in monitoring the Bishop’s email for items of high priority, particularly travel
related, information.
f. Assist in preparation and distribution of correspondence and reports on behalf of the
Episcopal Office, including the clergy appointment list.
g. Prepare expense reports and process invoices as directed.
h. Maintain and update relevant contact information for Episcopal Office constituents.
i. Receive, and respond accordingly, to telephone calls made to the Episcopal Office.
j. Interpret information and processes to constituents as necessary and respond
appropriately to their needs.
k. Help to ensure ongoing accuracy of information in the Conference’s database and
clergy appointment list.
l. Assist with maintaining background files for individual meetings, events, and
engagements that require the Bishop’s participation.
m. Provide backup support for the Assistant to the Bishop as needed.
2. Research information and resources to support the work of the Episcopal Office.
3. Work collaboratively with a variety of persons throughout the Annual Conference, General Church, and organizations beyond The United Methodist Church.
4. Embody and support the values of hospitality, inclusiveness, and compassion.
5. Perform other duties as assigned or requested.
QUALIFICATIONS, KNOWLEDGE, ABILITIES AND SKILLS
The individual must possess the following knowledge, skills, and abilities, and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.
- Excellent written, verbal, presentation, and interpersonal communication skills. This includes being courteous, tactful, and patient.
- Superior organizational skills and meticulous attention to detail.
- Ability to exercise good judgement and discreetly handle confidential and sensitive matters.
- Ability to organize and manage multiple tasks, remain flexible, and adapt to change.
- Ability to communicate effectively in person, by phone, and by email daily.
- Ability to work independently as well as in a team environment.
- Confident and capable enough to be self-initiated.
- A “can-do” attitude and a willingness to go the extra mile to get the job done.
- Excellent analytical and strategic skills.
- Ability to work effectively under pressure of tight deadlines.
- Ability to establish and maintain relationships with employees at all levels of the organization.
- The ability to work in a cross-cultural environment.
- Knowledge of principles and practices of organization, planning, records management, and general administration.
- Advanced skill level with Microsoft Excel, Word, PowerPoint, and Outlook.
- Ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, and copiers.
- Familiarity with The United Methodist Church, its beliefs, structures, and polity
- Must demonstrate basic knowledge and willingness to learn more about the organizational structure, mission, and operations of the California-Nevada Annual Conference and The United Methodist Church.
EDUCATION AND EXPERIENCE
- A Bachelor’s degree or a minimum of five years of progressively responsible Administrative Assistant experience in an administrative or operations environment, preferably with multiple locations, if preferred. A combination of formal education, related work experience, and training can be taken into consideration in the absence of a degree.
BOARD OF ORDAINED MINISTRY, KEY RESPONSIBILITIES
1. System configuration & Process Development with DCOM and others as needed
- Help us develop Brick River or a similar program to track and share information
- Train and Document Process and Procedures for all users ie BOOM, DCOM, etc
2. Manage the Basecamp Project Management site.
- Update Membership in Basecamp
- Post messages, alerts, and meeting updates.
3. Assist with BOOM events
- Room reservation or ZOOM scheduling, catering, registration & publicity, duplication of handouts, name tags, answering attendee questions, venue contracts and payment vouchers, etc., as needed.
i. Full BOOM meetings (3 times a year)
ii. Mentor Training (1-2 times a year)
iii. Boundary Training (2-3 times a year)
4. Assist with District Committee work
- Facilitate information sharing as candidates move between districts
- Help track the progress of candidates
- Send the schedule, invite, and confirmations with candidates’ upcoming interviews
- Notify District Chairs of new candidates
5. Coordinate the storage of sensitive documents (Ebridge)
6. Coordinate with Ministerial Assessment Specialists
- Submit and track vouchers for timely payment
- Upload confidential reports to a secure cloud
- 7. Various other routine duties.
- Manage and update BOOM roster.
- Work with Registrar on incoming mail, file management & security.
- Process payment vouchers for RPM events, committee travel and expenses, misc. books
- and supplies, assist and arrange lodging, etc.
- Assist BOOM chair as needed.
- Committee correspondence as requested.
- Assist with prepping BAC for Annual Conference.
- Assist Order Chairs with Annual Meeting of Orders (Gathering of Spiritual Leaders).
- Perform other duties as assigned.
- QUALIFICATIONS, KNOWLEDGE, ABILITIES, AND SKILLS
- The individual must possess the following knowledge, skills, and abilities and be able to explain and
- demonstrate that he or she can perform the essential functions of the job, with or without reasonable
- accommodation.
- Works well in a team environment.
- Comfortable developing, documenting, and training process and system solutions.
- Good communication skills.
- Exercise good judgment and discreetly handle confidential and sensitive matters.
- Detail-oriented.
- Proactive.
- Will ask questions.
- Knowledge of Excel, Word, Email, and Basecamp
- Familiarity with the California-Nevada Annual Conference and The United Methodist Church.
- EDUCATION
- A baccalaureate degree and 10 years of work experience in a comparable position are preferred, but a
- combination of formal education, related work experience, and training will be considered in the absence
- of a college degree.
This position description has been designed to indicate the general nature and level of work performed by the employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job, and may be subject to changes in the future.
Pay: $31.25 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
