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Administrative Assistant

Administrative Assistant

SAINT PAUL CHURCHRichmond, VA, US
11 days ago
Job type
  • Full-time
Job description

Job Description

Job Description

We invite you to join our Administrative Services Team to apply your talents, skills and experience towards helping us deliver exceptional support to a talented team of leaders. Our staff members gain the benefits of stability (our church has existed for 117 years), safe work environment, hands-on experience, learning / growth and a consistent work schedule.

We invite you to join our Administrative Services Team , as we deliver excellent service in support of assigned functions (Facilities, Finance, Technology, etc.) and very diverse Ministry Teams. We work together to ensure we're meeting needs and being good stewards of resources. We encourage you to consider joining our team.

SUMMARY :

The Administrative Assistant plays a crucial role in ensuring the smooth and efficient execution of the Administrative Services processes. This position is responsible for managing a variety of administrative tasks that support the assigned Function, Team and / or Ministry. The ideal candidate demonstrates a commitment to communication, customer service, solutions delivery and problem resolution.

Primary Duties (list order does not signify level of importance) :

Communication :

  • Composes and prepares written correspondence, reports and / or other related documents
  • Facilitates information exchange related to cross-function / joint ministry initiatives
  • Responds to inquiries from members and / or staff, ensuring accurate and timely exchange of information

Customer Service :

  • Works with assigned leaders and / or functions to schedule meetings and maintain calendars
  • Attends team meetings and staff meetings as required
  • Conducts research (as necessary) to support the initiative and / or project
  • Works collaboratively to ensure team tasks are completed.

    • Solutions Delivery & Problem Resolution :

  • Inputs data / forms in support of assigned function, team and / or ministry
  • Maintains accurate information in the appropriate database / repository
  • Function Specific :
  • Prepares and enters purchase requisitions, files purchase orders and maintains payment information
  • Prepares credit card reconciliations and ministry chargebacks
  • Tags new assets; maintains asset and inventory management system
  • Develops Requests for Proposals / Bids for a variety of goods / services
  • Places orders : food products, facilities supply, office supplies and events items
  • Makes travel arrangements and assists with travel reimbursements
  • Collaborates with others to ensure effective execution of the assignment, initiative and / or project
  • Serves as the back-up to the Receptionist as needed

    • Performs other administrative support duties , as assigned.

    EDUCATION / EXPERIENCE :

  • BA / BS from an accredited college, or suitable equivalent. An equivalent combination of training and experience may be used to meet the minimum qualifications of the classification.
  • 5 years’ work experience in a related field, such as administrative support (clerical and / or secretarial) and / or project support
  • Proven track record in data entry is required

    • KNOWLEDGE, SKILLS, OR ABILITIES :

  • Demonstrated ability to communicate orally and in writing to all levels of the organization
  • Ability to manage administrative details, including organizing and prioritizing work
  • Demonstrated ability to pay attention to detail and strive for the greatest accuracy
  • Demonstrated ability to use discretion and sensitivity when handling confidential information
  • Ability to multi-task and work effectively in a fast-paced environment
  • Ability to handle matters with diplomacy and tact
  • Advanced computer literacy and accurate typing skills
  • Intermediate to Advanced proficiency in Microsoft Office Suite : Word, Excel, Powerpoint and Teams
  • Exceptional organizational skills
  • Ability to work occasional evenings and / or weekends

    • COMPETENCIES :

  • Mission Ownership : Demonstrates understanding and full support of the mission, vision, values, and beliefs of the congregation; Communicates them with enthusiasm to others. Incorporates the values and principles of the church when planning and making decisions. Consistently behaves in a manner congruent with the mission, vision, values, and beliefs.
  • Professionalism / Work Ethic : Demonstrates personal accountability and effective work habits such as punctuality and time workload management. Understands the impact of non-verbal communication on professional work image. Demonstrates integrity and ethical behavior, acts responsibly with the interests of the larger community in mind and learns from his / her mistakes. Does not break confidences or engage in self-interested misrepresentations of the truth.
  • Teamwork / Collaboration : Builds collaborative relationships with colleagues and customers representing diverse cultures, races, ages, genders, religions, lifestyles, and viewpoints. Works well within a team structure. Negotiates and manages conflict.
  • Technical Expertise : Acquires and demonstrates the technical skills required to proficiently execute the essential functions of the job. Understands which skills are lacking and seeks to develop those skills. Continually works toward the mastery of technical proficiency.
  • Digital Technology : Leverages existing digital technologies ethically and efficiently to solve problems, complete tasks, and accomplish goals. Demonstrates effective adaptability to new and emerging technologies.
  • Safety : Keeps workplace clean and safe. Adheres to policies, practices, services, and behaviors that support acceptable safety, health, and environmental standards. Immediately corrects unsafe conditions anyway on campus grounds or reports them to responsible persons. Communicates safety standards to volunteers. Managers and supervisors ensure that all employees receive appropriate safety training.

    • DESIRED SPIRITUAL GIFT :

  • Administration
  • Helps
  • Stewardship

    • PHYSICAL DEMANDS AND WORKING ENVIRONMENT :

  • Sitting for extended periods, occasional standing, walking, bending, and lifting up to 15 lbs.
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