Position Title: Administrative Assistant Department: Information Technology
Reports To: Director, Information Technology Position Status: Full-Time, Regular
Job Class: Non-Exempt
OCCUPATIONAL SUMMARY:
This position will provide high-level administrative support to the Director of Information Technology (IT). The Administrative Assistant performs administrative duties for the overall department of IT. Acts in a confidential capacity in various capacities, i.e., meetings, communication, follow-up, etc. as directed the director.
SUPERVISORY DUTIES:
None
PRIMARY DUTIES AND RESPONSIBILITIES:
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Schedules appointments and maintains the Director’s appointment calendar. Opens, sorts, and distributes mail. Prepares all outgoing correspondence for Director.
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Maintains meeting minutes; provide a follow list to the director.
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Maintains all files including contracts, vendor, staff, etc.
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Aides in any function pertaining to the office administration for the department.
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Prepares correspondence and reports, with some direction, for appropriate signatures.
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Prepares and compiles weekly and monthly reports for the department and submit to the Director.
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Arranges for meetings, teleconferences, and videoconferences for the Director.
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Maintain the Director’s Project Timeline
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Maintain comprehensive and accurate accounting records for the department.
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Receives incoming calls, retrieves, and maintains records of voice mail messages and correspondence when the Director is out of the office.
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Support and coordinate with other staff members in the department.
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Makes outgoing and return calls, as directed.
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Assists in special assignments as directed.
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Coordinate office activities.
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Maintain all IT google docs.
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Maintain onboarding and offboarding
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Approve timecard.
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Prepare requisitions for payment.
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Ensure all invoices/contract payments are accurate and made timely.
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Maintain security certificates for all websites.
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Ensure security scans are executed as scheduled to maintain compliance
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Assign help desk tickets and monitor for completion in a timely manner
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Monitor the director’s emails to ensure timely response.
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Maintain up-to-date departmental changes to ensure accuracy flow of information.
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With director’s approval, order equipment for IT with correct specs prior to placing an order
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Maintain policies and procedures for the department
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Monitor print usage for the Ministry.
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Order supplies for the department.
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Update telephone directories (alphabetized and departmental)
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Update after hours phone greeting (closing & holidays)
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Ensure all closed accounts are finalized in a timely manner and obtain final documentation as proof of closing.
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Ensure purchase requests into Intacct
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Performs other duties as assigned.
EDUCATION:
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High school diploma or equivalent, college degree desired
EXPERIENCE:
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At least two (2) years of administrative assistant experience
SKILLS/ ABILITIES:
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Good knowledge of general office practice and business knowledge
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Ability to deal effectively with the public
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Ability to type minimum 50 wpm
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Ability to communicate clearly
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Strong oral and writing skills
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Ability to train
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Self-starter
EQUIPMENT/SOFTWARE TO BE USED:
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Office Equipment (telephone, copier, fax, scanner, printer)
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Microsoft Office (Word, Excel, PowerPoint, and Outlook)
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Shopify
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Intact
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Salesforce
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Google Docs
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Dashlane
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Hippo
WORKING CONDITIONS:
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Normal office environment
We have benefits too!
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Paid Holidays
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Paid Vacation and Healing (sick) leave
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Free Parking
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Quarterly Fun Activities
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Tickets at Work Discounts
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Free Fitness Center
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Medical, Dental, & Vision
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Short Term and Long-Term Disability Insurance
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Company Paid Life Insurance
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Supplemental Life Insurance
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Supplemental Insurance Benefits Options
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Flexible Spending Account
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Health Savings Account
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Retirement Plan 403(b) with match
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Employee Referral Incentive Program
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Employee Assistance Program
World Changers Church International is a Certified Drug-Free Workplace.
World Changers Church International require job applicants to submit to a substance abuse test after extending an offer of employment.