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North East District Administrative Assistant


9/21/2022

Job Title
District Administrative Assistant
 
Department
North East District
North Georgia Conference of The United Methodist Church
 
Responsibilities

  • The District Administrative Assistant reports directly to the District Superintendent (DS) and is a full-time employee of the North Georgia Conference
  • Work responsibilities of the Administrative Assistant include general office work, communication with district churches, clergy and laity, communication with the Conference, maintaining all financial records of the district, and maintaining all records on clergy (including confidential personnel and ordination paperwork) and churches
  • Receive incoming telephone calls/e-mails and assist churches and clergy with needed information
  • Develop and maintain district calendar with input from the DS - plan and execute events including, but not limited to, connection group meetings, district committee meetings, training events, Welcome Aboard/Set Up Meeting, Pre-Conference Briefing, and possibly Christmas event
  • Plan event menus, logistics, program/bulletin, speakers, audiovisual, invitations, online communications and signups.  May also work with youth and children’s ministers to assist in activities for youth/children
  • Send meeting notices to all participants as needed
  • Prepare the district directory – printed once annually and updated digitally on a quarterly basis
  • Provide training to clergy and churches in completing required forms, including, but not limited to, Charge Conference, End-of-Year, Ministerial Review, and Preference Form
  • Attend Connection Group Charge Conferences (2-10), review paperwork for completion; Scan and upload information to proper files or Conference offices
  • Attend Annual Conference to assist District Superintendent/District/Church delegates as necessary in Athens.  Also assist with on-site registration and payment.
  • Ensure churches have updated leadership entered in database and leaders have proper access to Data Services forms.
  • Facilitate information/training sessions for local church administrative employees in group meetings and/or individual appointments
  • May plan and host annual district church administrative employees luncheon
  • Inventory and order/purchase office supplies
  • Complete Appointment information in database, update Appointment forms to send to Office of Clergy Excellence in a timely manner
  • Maintain files of district clergy, district candidates for ministry, and miscellaneous
  • Attend training sessions of District Administrative Assistants of other districts
  • Maintain office equipment - maintenance contracts - purchase as needed with proper approval
  • Assist DS with office work he/she deems necessary, related to the business of the district
 Skills and Qualifications
  • Event planning, document and report preparation, some knowledge of bookkeeping, computer skills (Word, Excel, Quick Books, Access) and good verbal and written communication/people skills.
  • Using databases and systems
  • PDF editing and form creation
  • JotForms (creation and use of)
  • Signup Genius
  • Microsoft OneDrive
  • Quickbooks
  • Canva
  • Zoom meetings, breakouts and webinars
  • MailChimp – District Newsletter
  • Survey Monkey
  • Calendly
  • Type, copy, scan and digitally file correspondence
 Deliverables
  • Manage church grant requests and building & location requests, share with District Strategic Growth, Building and Location committee for processing and moving through to the Conference office or ensuring district support.
  • Instruct pastors, financial chairs, financial secretaries with the completion of the clergy financial worksheet and other conference required reports (Charge Conference, End of the Year, etc.)
  • Coordinate with inquiring candidates into ministry and assist them through the process of meeting with the District Superintendent, Certified Candidacy, Local Pastor and Provisional Interviews
  • Complete dCOM reports in database and maintain up to date and accurate candidate confidential files.
  • Directly liaison with dCOM Chair and Registrar to ensure candidate files are up to date and systems are followed.
  • Monthly District Newsletter using MailChimp
  • Update and maintenance of District website
  • Use of Quickbooks for District account
  • Prepare receipts and invoice payment requests for Conference Office to pay bills twice monthly
  • Keep digital file of paid invoices and other financial transactions
Requirements
  • A minimum of 3+ years’ experience in administrative office.
  • Ability to translate complex problems clearly and in nontechnical terms.
  • Experience working within The United Methodist Church and knowledge of the Book of Discipline is a plus.
Physical Requirements
  • Duties shall be performed in a hybrid work environment including in office (Gainesville, Ga.), on-site (various throughout the district), virtually, and remotely.
  • May require prolonged standing or sitting, frequent bending, stooping, or stretching. Requires manual dexterity and hand/eye coordination, and ability to lift 25 pounds above the shoulders.
Work Schedule
  • Full time, Monday – Friday with some evening and Sundays
To Apply
  • Please email resume and cover letter to Amy King at aking@ngumc.org. 

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