Administrative Assistant - Publishing (PUB)

General Conference of Seventh-day Adventists

6d•Onsite

About The Position

The Administrative Assistant performs diverse secretarial duties for department director (and associate directors as needed). Assists in designated administrative details using initiative and sound judgment. Requires knowledge of church policy and organizational structure, a high level of technical (well developed keyboard/computer, etc.) skills, high levels of tact, friendliness and other aspects of strongly developed interpersonal skills plus proven organizational skill.

Requirements

Knowledge of church policy and organizational structure
High level of technical (well developed keyboard/computer, etc.) skills
High levels of tact, friendliness and other aspects of strongly developed interpersonal skills
Proven organizational skill
Must be a member in regular standing of the Seventh-day Adventist Church
Must maintain a regular and reliable attendance schedule

Responsibilities

Maintains a well-organized office, often in the absence of supervisor, with efficient filing system.
Coordinates secretarial staff, distributing workload when necessary.
Schedules and maintains daily calendar of supervisor; makes travel and lodging arrangements, and expense reports as required.
Screens telephone calls, responds to routine/non-routine inquiries using standardized formats; refer unusual or complex inquiries to supervisor or other appropriate offices; greet visitors.
Processes incoming mail, opening, dating, sorting and distributing to departmental staff.
Transcribes manuscripts, correspondence or other written material; respond to routine mail/e-mail.
Prepares and sends letters / e-mails to Division / attached fields / publishing houses.
Prepares and sends communication to request data to compile monthly reports from Divisions and attached fields.
Sends and receives forms to compile the annual publishing houses ‘report.
Assists with maintenance of bibliography of sales material as necessary.
Responsible for setting up and maintaining departmental and employee files.
Serves as department timekeeper and secretary liaison with Human Resource Services.
Processes all routine purchase orders, contracts, check requests, language translation requests and travel authorizations, order supplies.
Assists supervisor in preparing reports (including annual report forms to all publishing directors), special projects, etc., as requested.
Prepares training materials both in syllabus form and Power Point Presentations.
Works to expand the database of emails and broadcast lists used to send e-mails and electronic newsletters of the department.
Helps the senior editorial assistant in the development of the newsletters and magazines of the department as well in upkeeping and maintaining the website and social platforms of the department.
Maintains/updates office equipment inventory, serving as coordinator of basic office equipment.
Plans and organizes social activities for the department or service when desired and approved.
Must be a member in regular standing of the Seventh-day Adventist Church
Must maintain a regular and reliable attendance schedule
Performs other work-related duties as may be assigned by supervisor.