Administrative Assistant Position Description

Transcription

1 Administrative Assistant Position Description Job Title Reports to Summary Administrative Assistant The Administrative Assistant (hereinafter referred to as AA ) reports to the President and is accountable solely to the President. The objective of the work of the AA is to support the work of the President and other employees in making their work more productive and efficient. The AA performs host and secretarial duties; assists the President and other employees in planning, coordinating and scheduling speaking opportunities and other training events; receives resource orders and fulfills them; assists in case administration; assists the President and Vice President of Advancement in development and marketing communications; and assists the President and other employees in compiling and reporting training, sales, casework, and development data. The position currently being offered is a part-time position. However, as Ambassadors of Reconciliation grows, the position may become full-time and/or some of the duties may be assigned to other staff. Authority The AA has all authority to complete tasks in this job description. Ambassadors of Reconciliation, a non-profit organization, is a Recognized Service Organization of The Lutheran Church Missouri Synod with two divisions: CrossLife Ministries, a counseling center located in Seymour, Indiana; and Reconciliation Ministries, a training and reconciliation division located in Billings, Montana. Hereinafter, Ambassadors of Reconciliation shall be referred to as AoR. Mission The mission of AoR is equipping Lutherans and their churches for living, proclaiming and cultivating lifestyles of reconciliation. Management/Admin Asst 1

2 DUTIES AND RESPONSIBILITIES The duties and responsibilities of the AA shall include, but are not limited to, the following: Confidentiality All business transacted and information received and gathered connected with the work of the AA must be held in the strictest confidence. Business matters shall be discussed only with the appropriate AoR office personnel or client. No confidential files or material or information shall be shared in any form with anyone without the permission of the President, the Vice President of Advancement, the Director of CrossLife Ministries, or according to standard office policy. Receptionist Personally greet all guests of AoR in person, introducing self and asking for guest s name. Treat each person coming to AoR as an honored guest, offering something appropriate to drink (coffee, water, pop, etc.). When aware that guests will be coming, prepare coffee to have available. Provide guest with appropriate information and/or introduce to appropriate person in AoR office. Telephone Answer all calls for AoR in a cheerful, courteous manner using office and personal identification. Ask for caller s name and direct calls to appropriate person. Elicit and record accurate and complete messages including date, time, phone number, best time to return call and time zone caller is from. All messages to be written in a message book with NCR copy. Offer answers to questions and assistance to the caller when possible. Make appointments for other staff as appropriate. Correspondence and Reports Using computer-based word processing, prepare, type, and edit correspondence, reports, contracts, and other documents as directed from rough draft. Draft and complete letters on behalf of President and Vice President of Advancement with general directions. All correspondence leaving office is to be error free and neat. A copy of all correspondence leaving the office must be maintained in a general AoR office file. Cards Mail out all cards as directed by President and Vice President of Advancement, and keep records of what is mailed out including Thank You, Sympathy, appointment confirmations, Get Well, Congrats, etc. Help President and Vice President of Advancement monitor news (including web sites and newsletters) for information on prospects and clients. Mail Stop by post office on way to or from work to pick up all mail and mail packages. Open, date-stamp, and organize all mail for review by President and Vice President of Advancement. File necessary information. Complete periodic bulk mailings as directed. 2

3 Receiving and Filling Orders Receive orders for resources by phone, , web site, letter and in person. Accurately record all order information, and complete order including form of payment, calculating shipping and handling fees, and totaling costs of order. Assist customers by asking about the customer s needs and suggesting resources that may meet those needs. Must be knowledgeable about all resources offered by AoR and what needs they can meet. Complete all orders, including those taken by other staff. Package resources and label for shipping, applying postage or shipping fees for proper carrier. Include copy of order/receipt form and information about other resources in every order. Take packages ready to ship to post office or other carrier for shipping. Invoice appropriate charges (as allowed by policy) and process all credit card charges as directed by President. Filing Create and maintain all files in AoR main office area. Maintain files as directed in offices of President and Vice President of Advancement. Filing shall be kept current. Maintain all general office, conciliation and training files for AoR. Develop checklists for files, assuring that all files are kept complete. Appointment Calendars Using the computer server calendar, maintain accurate appointment calendars for the President and Vice President of Advancement. Maintain accurate training calendar for the President, Vice President of Advancement, Director of CrossLife Ministries, and all adjunct staff. When requested, make appointments for the President and Vice President of Advancement, and communicate appointment times with them as soon as possible after appointment is scheduled. Data Base Work Enter new data and update existing data in data bases, including information from training registrations, donor activities, new mailing lists, and other data as directed by the President and Vice President of Advancement. Merge data base lists into mailing lists for office use, and prepare lists for use by outside mail services. Assist the President and Vice President of Advancement in compiling reports and lists from data bases. Computer Programs and Files Utilize and maintain all computer programs on AA s computer, which also serves as the AoR server. Programs include word processing, spreadsheet, data bases, mailing lists, calendar, etc. AA shall use computer hardware and software to complete most of the above listed tasks. Web Site Update web site pages, including the web site bookstore, as directed by President and Vice President of Advancement. Office Appearance and Order The AA is to at all times dress in professional business attire. Jeans, sloppy or torn clothes, and messy hair are not acceptable business attire. AA shall not smoke while working or eat at 3

4 the main reception desk. The AA is responsible for the general condition, appearance, and atmosphere of the entire AoR office. Move furniture and/or decorations in reception area and work room as necessary. Notary Public Apply for and maintain a notary public status to be used for any appropriate uses in the AoR office. AoR shall pay for all required costs. Accounts Receivable Manage accounts receivable as instructed by President. Call past due accounts for clarification and/or collection. Inventory and Supplies Management Monitor all resources inventory and office supplies, and re-order items to maintain appropriate inventory levels. For supplies purchases over $ per month and for inventory purchases over $ per month, gain prior approval from President to ensure that cash flow is available to cover expenses. Time Management Actively manage own time with written routine schedule and written daily priorities schedule. Keep work time as productive as possible according to goals, priorities and deadlines set with President. AA is expected to manage own time with little direct supervision from President. However, any changes to the standard working schedule must be approved in advance by the President. Continuing Education Improve self with education through articles, books, seminars, tapes, etc. Seek out education that will specifically help the AA in work. Attend any education courses as directed by the President. Ideas Maintain Ideas file. Watch for new ideas, look for opportunities for improvement. Scan trade communications (written and electronic) for better management tools. Think of ways to improve anything in the AoR ministry. Meet with President periodically to discuss items in Ideas file and make decisions for implementation. Support for Training Events, Case Administration, and Resource Orders Provide administrative support as Training Event Coordinator, Case Administrator, and Resource Administrator as described in the attachment to this job description. Although these duties and responsibilities are part of the AA s current job description, some of these responsibilities may be transferred to other staff as AoR grows. Miscellaneous AA may do any other tasks as directed by President. AA may do other work for the Vice President of Advancement as may be required and as these other duties allow. Other work shall be coordinated with President s approval and AA s routine work schedule. Although 4

5 AA reports to the President, all employees of AoR are part of a larger team working together for common goals of quality work and high production. Additional Responsibilities In fulfilling responsibilities of the position, the AA shall also perform the following functions: 1. Respond to inquiries regarding AoR's theological positions and reconciliation practices (1 Peter 3:15-16); 2. Pray with and present the gospel to people whom God providentially brings to AoR for assistance (1 Peter 3:15-16); and 3. Carry out any other tasks as directed by the policy manual of the President or the AoR Board of Directors. 5

6 POSITION QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Education and/or Experience High school diploma or equivalent. One or two years experience as a secretary or administrative assistant or similar position helpful. Communications Skills Must have ability to draft letters, fill in names and dates on contract forms, and produce other written documents with limited direction. Must be able to edit letters and other documents for grammar, punctuation, and spelling. Must be able to speak clearly in plain English on the phone and in person. Must be able to hear people speak and understand them. Must be able to listen empathically. Must also be able to assist people with problems by offering other alternatives when our office cannot appropriately assist them. Must be able to pray with people. Mathematical Skills Must have ability to calculate figures and amounts such as percentages, interest, wholesale discounts, and retail mark-ups. Must be able to add and subtract figures for invoices and statements quickly and accurately. Other Skills and Abilities Must be able to type 60 words per minute on word processor and be competent in using Microsoft Word, Excel (spreadsheet), Apple computer Mail and Safari (Internet) programs. Must be able to learn and operate QuickBooks non-profit accounting program. Must be able to operate other office equipment including but not limited to copier, collator, folding machine, binding machine, postage machine, fax machine, and computer printers. Accuracy and Attention to Detail Must perform all work with high degree of accuracy and great attention to detail. Must be able to think clearly through processes while planning events, appointments, and arranging for lodging and air travel for others. 6

7 PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to balance, stoop, kneel, or crouch; and taste or smell. The employee must occasionally lift and/or move packages up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, and the 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 may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job in the office, the employee works in a professional office setting, which is usually a relatively safe environment and smokefree. The noise level in this work environment is usually low to moderate. 7

8 ATTACHMENT TO AA JOB DESCRIPTION The following duties and responsibilities are also included in the AA s job description. However, as AoR grows, some of the responsibilities identified below may be transferred to other staff. Support for Training Events Provide administrative support as Training Event Coordinator, including the following: Response Packages for Training Events Prepare and mail response packages to those hosting seminars and practicums. Prepare and mail response packages to those registering for AoR sponsored training events. Keep all response packages current, making updated changes as necessary, notifying President of all changes. Maintain accurate records on all packages sent and follow up by phone or letter on any forms or responses required. Prepare bulletin inserts and posters and mail to hosts. Answer any questions, assisting all inquirers and registrants for AoR training events as needed. Following training events, prepare and send out appropriate acknowledgement and thank you letters. Prepare summary reports of training events as directed, including financial summaries, evaluation summaries, etc. Scheduling As directed by the President and Vice President of Advancement, make all arrangements necessary for training events including such things as conference facilities (such as meeting rooms and equipment), meals and breaks, lodging for AoR staff, rental cars, etc. Assist instructor staff in purchasing airline tickets. Keep training event planning checklists up to date and refer to them regularly to ensure all related tasks are being performed in a timely manner. In addition, AA shall strive to acquire maps and specific directions for AoR staff as they travel to training sites. All arrangements shall be detailed and complete so that AoR staff can focus on training without concern about travel arrangements or last minute facilities/equipment needs. Arrangements shall be coordinated to meet the individual needs of AoR staff while attempting to be prudent with AoR expenses and consistent with AoR policies. AA shall provide all travel information and directions to traveling staff in complete and orderly packages prior to their departure. AA shall maintain master schedules for AoR staff, including the Director of CrossLife Ministries. Training Registration Receive and record all training registrations. Prepare on-site registration information including list of all registrants, status of payments, name tags and tent cards, and other information necessary for registration. Shipping Training and Book Table Materials Seek information from the training event instructor on what teaching materials will be needed and whether or not a book table will be set up. Plan ahead to ensure that all materials are available to ship in time, package and ship materials to site to arrive in plenty of time for the training event. Provide shipping list and return shipping instructions and labels to instructor prior to instructor traveling to event. 8

9 Support for Case Administration Provide administrative support as Case Administrator, including the following: Inquiries for Assistance Respond to all initial inquiries for assistance in existing conflicts: answering questions regarding Reconciliation Ministries resources and services; providing initial materials to those inquiring, including a copy of our Reconciliation Ministries brochure, a copy of Guidelines for Christian Conciliation, and other introductory materials; describing service options; providing interview agreement forms, requesting signatures before any reconciliation services are provided, including coaching; collecting intake information for new cases; referring those cases not appropriate for Reconciliation Ministries to other ministries or services as appropriate. Administrative Support Provide support for the President and Vice President of Advancement for the following activities: Contracting those assigned as coaches, mediators, arbitrators, and intervention team members to cases. Coordinating schedules and appointments for coaching sessions, mediations, arbitrations, and interventions after gathering information on availability for all persons involved. Sending all appropriate notices to parties, parties advisors, and Reconcilers for cases. Collect all intake and case data from parties for the disbursement to assigned Reconcilers and other parties and their advisors. Maintain copies of material disbursed and accurate records of all material received and sent out. When requested, send out all decisions and communications from Reconcilers to parties. In cases involving arbitration or mediations with special legal issues, all notices shall be sent with return receipt requested. All arbitration decisions shall be sent out with return receipt requested. Invoicing and Collection Invoice and collect all fees and deposits required for reconciliation services. Manage all accounts receivable for reconciliation services and resources. Notify President of any outstanding accounts that are late. Arrangements for Meetings Arrange for appropriate meeting places: for coaches (if requested by the coach); for mediations, providing for separate private meeting rooms; for arbitrations, providing for parties separate private meeting rooms. If requested by the Reconciler, set up the rooms for reconciliation meetings including Bibles, note pads, pencils, flip chart and markers, Slippery Slope cards or The Peacemaker pamphlet (as directed by the Reconciler), Announcing God s Grace pamphlets, refreshments, 9

10 and other items necessary (ask Reconciler for current check lists). The lead Reconciler is responsible for indicating which items the Case Administrator should provide in the room; all other items on the check list are the Reconciler s responsibility. If requested, arrange for meals to be delivered or reservations for meals. Evaluation Forms Send out evaluation forms to all parties following reconciliation services of coaching, mediation, arbitration, and church interventions. Maintain all responses in a separate file. Provide copies to all Reconcilers who worked on the case. Records Maintenance Ensure that appropriate and accurate records are maintained, working together with the President, and ensure that appropriate and accurate records are maintained and stored in a location which protects confidentiality, including: case files for all types of cases, including general inquiries, coaching, mediation, and arbitration; all correspondence; expense forms and reports for all case and ministry work; other confidential files as needed. In addition, and in cooperation with the President, ensure that: case forms for all types of reconciliation cases are available to all who need them; all other files required for Reconciliation Ministries are properly maintained. Agreements and Reports Prepare all reconciliation agreements for parties and Reconcilers. Sign informational letters as Case Administrator, and submit reconciliation agreements to the President or Vice President of Advancement for signature. Provide regular reports to the President as requested for his/her reports, protecting confidences of parties. Biographical Information on Reconcilers Maintain accurate, up-to-date biographical information on each staff and contracted Reconciler for providing to parties. Information shall include: all training that a Reconciler has received for reconciliation work; a description of his/her professional experience and education; a description of his/her other service work in Christian ministry; other information which the Reconciler provides to the Case Administrator. The President shall make the final determination of additional information which may be included. Other Responsibilities Cooperate with the President and Vice President of Advancement by performing any other duties when asked to do so. 10