Dist Admin Asst

Job Description

Job Description

The Mission of the Iowa Annual Conference of the United Methodist Church is to create faithful leaders, fruitful communities, and fire-filled people.

 

The District Administrative Assistant provides high-level administrative support by conducting research, preparing statistical and financial reports, handling information requests, and performing clerical functions such as preparing correspondence, arranging conference calls, and scheduling meetings. Administrative Assistants must adhere to the expectations of confidentiality and promote a sense of cohesiveness, support and trust within the Conference connection.  This position is one of five District Administrative Assistants across Iowa.   This is a remote position but requires travel to the Conference Office quarterly and may require travel around your assigned District area.

  Essential Job Functions

 

Duties & ResponsibilitiesPercentage of Time

Provides administrative support, which includes but is not limited to coordination of the district calendar; preparation of reports, email, memos, letters and forms; acts as a point of contact within/across Conference districts. Information may be sensitive, privileged, and highly confidential.  Monitors phone calls and correspondence, using experience and judgment, to determine which can be handled directly from those that require a District Superintendent’s input and/or response.

 

40%

Works collaboratively with the Executive Secretary to the Cabinet and the District Superintendents to develop church and clergy profiles for use by the Appointive Cabinet in the appointment process.  Collects information regarding clergy and churches following charge conferences, monitors receipt of required forms, and enters information systematically into the Conference database; maintains all church and clergy files.

 

35%

Manages/maintains distribution of information and related software or systems, i.e. the Conference website, email news blasts, Facebook, newsletters, brochures, etc.

10%

Coordinates logistics of District and Conference events and meetings including scheduling locations, arranging hospitality appropriate to the meeting level, assembling agendas and pertinent reports, maintains meeting records.

5%

Works with the Conference Administrative Services staff in maintaining District financial records.  Responsible for filing and maintaining vouchers for District offices and District Connectional Ministries Council budgets.  Monitors budgets and assists others in understanding the reports.

 

5%

May perform other duties as assigned.

 

5%

 

Required Knowledge, Skills, Abilities

 

• Proficient in the use of Microsoft Office applications, including Word, Excel, Teams, and PowerPoint
• Knowledge of database management and data querying, including Microsoft Access, is preferred
• Excellent oral, written, and interpersonal communication skills are essential
• Ability to quickly gain knowledge of The United Methodist Church polity and pastoral and lay leadership of the Iowa Annual Conference and local congregations, especially in the assigned District
• Ability to interpret apportionments and the meaning of connectionalism
• Ability to discern when information received may be confidential or to what level such information should be shared
• Ability to develop highest level of rapport and trust with laity and clergy alike

• Ability to plan, develop, and coordinate multiple projects
• Ability to organize resources and establish priorities

 

 

Core Conference Competencies/Job Specific Competencies

• Core Conference Competencies 
  • Hospitality
  • Communication
  • Collaboration
  • Ethics/Integrity
  • Relationship Building
  • Results/Initiative
  • Accountability/Dependability
  • Connectional Thinking
  • Adaptability/Flexibility
• Job Specific Competencies
  • Teamwork
  • Problem Solving
  • Tact
  • Interpersonal Skills
  • Thoroughness
  • Decision Making/Judgement

 

  Education, Experience, Requirements 

• Associates degree or equivalent plus a minimum of five years related experience    

• Valid Driver’s License required

Physical Requirements

Percent of Time

 

 

 

0-24%

 

25-49%

 

50-74%

 

75-100%

Seeing: Must be able to read typed or handwritten information and use computer

 

 

 

xxx

 

Hearing: Must be able to hear well enough to communicate with others

 

 

 

xxx

 

Sitting:

 

 

xxx

 

Standing/Walking

 

 

xxx

 

Reaching/Climbing

xxx

 

 

 

Stooping/Kneeling/Crawling

xxx

 

 

 

Lifting/Carrying up to 50 lbs.

xxx

 

 

 

Pulling/Pushing up to 50lbs.

xxx

 

 

 

Holding/Grasping/Fingering/Feeling: Must be able to write, input, file, organize and use phone system.

 

 

xxx