Administrative Assistant - Publishing (PUB)

Maintained Job Functions

• Maintains a well-organized office, often in the absence of supervisor, with an efficient filing system.
• Covers for secretarial staff, redistributing workload as needed.
• Schedules and maintains the daily calendar of the department director; makes travel and lodging arrangements, and expense reports as required.
• Screens telephone calls, responds to routine and non-routine inquiries using standardized formats; refers unusual or complex inquiries to the supervisor or other appropriate offices; greets visitors.
• Processes incoming mail, opening, dating, sorting, and distributing to departmental staff.
• Transcribes manuscripts, correspondence, or other written material; responds to routine mail and e-mail.
• Prepares and sends letters and e-mails to divisions and attached fields/publishing houses.
• Prepares and sends communications to request data to compile monthly reports from divisions and attached fields.
• Sends and receives forms to compile the annual publishing houses' report.
• Assists with maintaining the bibliography of sales material as necessary.
• Responsible for setting up and maintaining departmental and employee files.
• Serves as the department's timekeeper and secretary liaison with Human Resource Services.
• Processes all routine purchase orders, contracts, check requests, language translation requests, and travel authorizations, orders supplies.
• Aids the supervisor in preparing reports (including annual report forms to all publishing directors), special projects, etc., as requested.
• Prepares training materials both in syllabus form and PowerPoint presentations.
• Works to expand the database of emails and broadcast lists used to send e-mails and electronic newsletters of the department.
• Helps the senior editorial assistant in the development of the newsletters and magazines of the department as well as in maintaining the website and social platforms of the department.
• Maintains/updates office equipment inventory, serving as the coordinator of basic office equipment.
• Plans and organizes social activities for the department or service when desired and approved.

Qualifications

• Knowledge of church policy and organizational structure.
• High level of technical skills (well-developed keyboard/computer, etc.).
• High levels of tact, friendliness, and other aspects of strongly developed interpersonal skills.
• Prominent organizational skill.

Skills

• Keyboarding and computer skills.
• Administrative support.
• Office management.
• Communication skills.
• Time management.
• Project coordination.

Benefits

• Full-time hourly position with benefits.
• Eligible for benefits including health insurance, paid time off, and retirement savings plans, with eligibility based on hours worked.