South East District Administrative Assistant

4/5/2024

JOB DESCRIPTION

Department
South 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 the District/DS calendar with input from the DS.
Ensure all forms required by the Center for Clergy Excellence are complete in the database. Complete appointment information in database and update appointment forms to send to Center for Clergy Excellence in a timely manner.
Plan and execute events including, but not limited to, District Committee meetings, District Zone meetings, Training Events, Fellowship/Spiritual Renewal Events, Welcome (August), Set-up Meeting (August-September), Pre-Conference Briefing (May), Charge/Church Conferences (concentrated in fall, but on-going).
Plan District event menus, logistics, program/bulletin, speakers, audiovisual needs, invitations, online communications, and signups. May also work with youth and children’s ministers to assist in childcare/activities for youth/children.
Maintain and promote the District website and social media. Maintain a digital District directory.
Provide regular (at least bi-weekly) online “newsletter” communication to clergy and laity.
Provide training to clergy and churches in completing required forms, including, but not limited to, Charge Conference, End-of-Year, Clergy Review, and all forms related to Appointment of Clergy.
Ensure churches have current 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 an annual District church administrative employees’ luncheon.
Attend annual Charge Conferences, review paperwork for completion, scan and upload information to proper files or Conference offices.
Attend NGA Annual Conference to assist DS/District/Church representatives as necessary and assist with on-site registration and payment.
Maintain District Office supplies and ensure facility is maintained and cleaned.
Serve as Registrar for the District Committee on Ordained Ministry (DCOM). Maintain files of District clergy, District candidates for ministry, and other files as required for the DCOM’s work.
Attend training sessions and meetings of North Georgia Conference District Administrative Assistants.
Purchase/lease (with prior approval) and maintain office equipment, including maintenance contracts.
Assist DS with office work he/she deems necessary, related to the business of the District or the Annual Conference.

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 and webinars
MailChimp
Survey Monkey
Calendly
Google
Type, copy, scan, and digitally file documents

Deliverables

Manage church grant requests through the District Strategic Growth, Building & Location Committee (DSGT), the District Office and/or the Conference Office, as instructed by the DS.
Instruct pastors and church leaders in the completion of reports required by the Conference Office (Clergy Financial Support Worksheet, Charge Conference, End of the Year, etc.).
Coordinate with inquiring candidates and assist them through the process of meeting with the DS and DCOM for Certified Candidacy, Local Pastor licensing and/or approval to seek provisional status with the BOM.
Serve as DCOM Registrar to complete maintain up to date and accurate candidate confidential files. Coordinate with DCOM Chair to ensure candidate files are up to date and Disciplinary process is followed.
Maintain confidential files of active clergy and manage digital files on eBridge.
Maintain records of all congregations in the district, both hard copy and digital.
Produce a District Newsletter using MailChimp at least bi-weekly.
Maintain and update District website and social media.
Maintain District financial accounts using Quickbooks.
Prepare receipts and invoice payment requests and submit twice monthly to the Conference Treasurer’s Office. Keep digital files of paid invoices and other financial transactions.

Requirements

A minimum of 3+ years’ experience in administrative office work.
Ability to communicate with a variety of people, translating complex problems clearly and in nontechnical terms.
Experience with The United Methodist Church and knowledge of The Book of Discipline is a plus.

Physical Requirements

Duties will be performed in a hybrid work environment including in office (Athens, Georgia), 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