Job description

California Pacific Annual Conference

Of The United Methodist Church

POSITION DESCRIPTION

POSITION TITLE: Administrative Assistant

EMPLOYMENT CATEGORY: Non-exempt

ESSENTIAL MINISTRY TEAM: Leadership

LOCATION: Camp and Retreat Ministries/Camp Sites

THE MISSION OF THE UNITED METHODIST CHURCH IS:

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

THE VISION OF THE CALIFORNIA-PACIFIC ANNUAL CONFERENCE IS:

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

Supervised by: Site Director

Supervision responsibility for: N/A

Accountability and scope:

Serves as an administrative assistant for the site ministry and operations as supervised by the site/camp director.

Responsibilities include, but are not limited to: phone and walk-in hospitality, word processing, public relations, guest hosting, financial record-keeping, coordinating calendars, making reservations, maintaining records and databases, on-line communications, processing mail, and ordering supplies as needed.

Evaluation based on:

• Alignment with the mission of the UMC, the vision of the California-Pacific Annual Conference and the purpose of the Leadership Essential Ministry Team.

• Teamwork and decision-making habits consistent with Conference core values and expectations.

• Competencies that include those relating to hospitality skills, database administration, organizing and coordinating various tasks and assignments, composition of emails and other materials, and initiative.

• Level of integrity in the modeling of Conference core values.

• Progress toward and achievement of goals.

Administrative Assistant

Camp and Retreat Ministries/Camp Sites

April 13, 2015

Revised March 5, 2018
Page 1 of 4

ESSENTIAL FUNCTIONS

a. Maintain, organize and update files/databases, including personnel records maintenance and meetings. Maintain receipt and distribution of correspondence, retaining and filing information as appropriate. b. Organize meetings or event details, such as meeting notices, travel, meals, accommodations, and other amenities at the direction of the Site/Camp Director. This can include interaction with outside consultants and resources. c. Create, distribute and maintain registration materials. Provide periodic reports, process deposits and maintain all necessary financial records and reports. d. Process and maintain batch reports. e. Respond to all email, phone, fax and mailed questions, correspondence and requests for materials. f. Follow up by telephone to secure contracts with clients wishing to book events. g. Prepare materials and packets for meetings, workshops, and training as requested. h. Answer phones, take messages and filter calls accordingly. i. Process camp reservations by using the camp reservation system. Maintain camp calendar reservations and events. j. Handle camp payables, create and maintain income and expense reports as needed. k. Order supplies and maintain supply inventory. l. Work with Housekeeping, Food Service, and Maintenance departments to maintain reports, inventories, lists, capitalization, etc. m. Process mail. Picking up and dropping off mail at the post office.

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.

A. While performing the duties of this job the employee is regularly required to use hands to grasp, handle or feel.

B. The employee frequently is required to walk, sit, stand and talk or hear.

C. The employee is occasionally required to climb or balance, stoop, kneel, or crouch.

D. The employee must occasionally lift and/or move up to 25 pounds.

E. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Administrative Assistant

Camp and Retreat Ministries/Camp Sites

April 13, 2015

Revised March 5, 2018
Page 2 of 4

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.

A. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time.

B. The noise level in the work environment is usually moderate.

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.

QUALIFICATION STANDARDS

▪ Possess excellent secretarial/administrative, hospitality and public relations skills.

▪ Must have the ability to prioritize and organize varied/multiple tasks.

▪ Excellent time management and organizational skills.

▪ Must be able to work independently and take initiative to complete tasks.

▪ Knowledge of web-based communications, word processing and spreadsheet software.

▪ Knowledge of The United Methodist Church polity and processes as well as the organization and policies of the California-Pacific Annual Conference.

EDUCATION

High School Diploma

Some college or technical training preferred

EXPERIENCE

Minimum of 2 years of secretarial/administration experience, preferably in the non-profit religious environment.

Experience with and knowledge of word processing and spreadsheet software. Supervisory or office management experience.

Administrative Assistant

Camp and Retreat Ministries/Camp Sites

April 13, 2015

Revised March 5, 2018
Page 3 of 4

CALIFORNIA-PACIFIC ANNUAL CONFERENCE

Acknowledgement of Receipt

I have read and understand the position description information for the position of Administrative

Assistant, and hereby state that I can perform the essential functions of the job with or without reasonable

accommodation.

Print Employee Name

Employee Signature Date

Administrative Assistant

Camp and Retreat Ministries/Camp Sites

April 13, 2015

Revised March 5, 2018
Page 4 of 4

Job Type: Part-time

Pay: From $18.00 per hour

Benefits:

• Flexible schedule

Schedule:

• 4 hour shift
• 8 hour shift
• Day shift
• Evening shift

Ability to commute/relocate:

• Julian, CA 92036: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Able to pass criminal background check

Experience:

• Customer service (Required)

Work Location: In person

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