FacilitiesAdministrativeAsst 3 (Haiti Residents)
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In addition to the purposes listed in Administrative Assistant 1 and 2 role description the level 3 Administrative Assistant typically assumes greater responsibilities associated with more complex work such as: administrative support for facilities requiring maintenance at higher standards, providing value-adding services to priesthood leaders such as Area Presidencies and Temple Presidents, training of other Administrative Assistants, and administration of multiple annual plans.
35-45% Prepares purchase requisitions, receives invoices and matches them to purchase orders, ensures accuracy and completeness; compliance to controls; monitors billed items to ensure that they are approved following established processes; prepares payment uploads; prepares financial reports, reviews purchasing card statements; keeps track of all materials and services to see that they have been received or performed; maintains a follow-up file on back orders; maintains finance and Human Resource files; satisfies federal tax information and requirements; under the direction of the FM, communicates frequently with vendors, and contractors. Assists with the establishment of vendors. May prepare contracts and verify insurance documentation.
30-40% Maintains computer databases: CNA, Purchase Orders, Work Orders, Preventive Maintenance Schedules, Employee & Facility records.
15-25% Performs clerical/secretarial duties such as typing correspondence and reports; takes minutes at meetings if requested, enters computer data; maintains files; answers telephones; handles in-coming and out-going mail; creates work orders; processes purchase requisitions and orders; attends required training meetings.
10-15% Compiles, produces, and uploads or mails various reports to HQ or stake leaders.
5% Manages office operations including: equipment function, supplies, administration filing, telephone messages etc.
Two years post high school education and five or more years diverse clerical experience or equivalent demonstrating the following skills: Computer skills and experience including Windows, Microsoft Applications, Word Perfect and aptitude to learn other software applications as needed. Communications skills, including professional phone etiquette and writing effective business letters. Basic business accounting skills, including understanding of documents (invoices, purchase orders, statements, contracts); understanding of the importance of account code applications. Typing & ten key skills. Organizational skills including : filing, scheduling , time management and prioritization. Ability to communicate effectively and courteously with all individuals, including priesthood leaders managers. fellow employees and vendors. English and/or Spanish proficiency preferable.
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