Administrative Assistant, District Office

This position will continue to be telecommuting 80-90% post-Covid, with occasional in-person meetings within the bounds of the North District of the Cal-Pac Conference. North District encompasses the geographical area from Pasadena to Bishop, Malibu to Paso Robles.

Position Title:                                 Administrative Assistant, District Office

Employment Category:                 Non-Exempt

Mission of the United Methodist Church:  

“To make disciples of Jesus Christ for the transformation of the world.”

Vision of the

California-Pacific Conference:

“Inspiring the world as passionate followers of Jesus Christ so all may experience God’s life-giving love.”

Position purpose and Overview

The primary responsibility of the administrative assistant is to provide support to the District

Superintendent.  Additional duties relate to the ongoing work of the various District Committees and California-Pacific Conference. Because the office of the District Superintendent functions as an

extension of the Episcopal Office, the entire operation of the office must be consistent with and have the same high standards as the Episcopal Office. All work shall be done in such a manner that persons are treated with care and respect; and all office work is done accurately, neatly, and in a timely manner.  Complete confidentiality is absolutely essential.

Supervised by:  North District Superintendent

Position Overview

Responsibilities include, but are not limited to: word processing, public relations, calendaring and

coordinating meetings, maintaining records and databases.

Essential Functions

1.       Answer telephone and emails courteously, providing information, transferring calls and taking

messages as appropriate.

2.       Efficiently interact with all churches and clergy in the district.

3.       Maintain district calendar, website and social media.

4.       Schedule appointments and maintain Superintendent’s calendar, coordinating it with the

Administrative Assistant’s calendar.

5.       Maintain accurate electronic files for each church, all clergy and candidates for ordained ministry, as well as files on District and Conference events and District Committees.

6.       Prepare statistical and financial reports.

7.       Coordinate the charge conference process by working with the Superintendent on scheduling meetings, providing resources and information to the churches, and inputting completed salary and benefit information into the appropriate data base.

8.      Assist churches with the process for applying for Equitable Compensation assistance, and work

with the chair of the District Planning and Strategy Committee to make sure all applications are received and signed.

9.     Maintain a system of correspondence that includes composing, preparing and mailing

correspondence as requested by the superintendent, and updating the contact information data base.

10.    Track, organize and coordinate meetings, clergy functions and district gatherings.

11.    Compile and publish annual district directory.

12.    Pay bills relating to the Superintendent’s account, make deposits, balance the district

bank account and complete expense forms.

13.    Process incoming and outgoing mail.

14.    Purchase office supplies, equipment and postage as needed.

15.    Maintain strict confidentiality at all times.

The activities and essential functions listed in this job description are not

designed to contain or be interpreted as a comprehensive inventory of all

duties, responsibilities, and qualification required of employees assigned to

this job, and may be subject to changes in the future.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by

an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities

to perform the essential functions.

• While performing the duties of this job the employee is regularly required to use hands to grasp, handle or feel.
• The employee frequently is required to walk, sit, stand, talk and hear.
• The employee is occasionally required to climb or balance, stoop, kneel, or crouch.
• The employee must occasionally lift and/or move up to 25 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 characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions

While performing the duties of this job, the employee is exposed to weather conditions prevalent

at the time.

The noise level in the work environment is usually moderate.

If telecommuting is elected at any time by the District Superintendent for this position, a safe environment must be established in keeping with the guidelines of the Conference.

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY

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 administrative and public relations skills.
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• Ability to courteously and compassionately speak with pastors and laity on the telephone and in person.
• 
  
• Knowledge of Microsoft Word, Excel, PowerPoint, Zoom, Internet and email programs.
• 
  
• Ability to maintain accurate records.
• 
  
• Must have the ability to prioritize varied/multiple tasks.
• 
  
• Excellent time management and organizational skills.
• 
  
• Excellent verbal and written communication ability, including the use of correct grammar, punctuation and spelling.
• 
  
• Experience with office equipment such as copiers, printers, and scanners.
• 
  
• Ability to set up, organize and maintain files for both paper and computerized systems.
• 
  
• Must be able to work alone and independently, and take initiative to complete tasks.
• 
  
• Knowledge of The United Methodist Church structure and processes, as well as the organization and policies of the California-Pacific Annual Conference, preferred.

EDUCATION

High School Diploma

Some college or technical training preferred

EXPERIENCE

Previous experience working in a United Methodist Church preferred but not required.