First Presbyterian Church of Houston Job Description Job Title: Administrative Asst. for Operations Status: Exempt Incumbent: Vacant Department: Operations Reports to: Director of Operations Date: June 18, 2015 Basic Function The objective of this position is to assist the Director of Operations and Operations/Events staff in providing support in all aspects of office management including clerical duties and special projects. Essential Duties and Responsibilities Including, but not limited to, the following. Other duties may be assigned. • Must be familiar with each support staff position in order to refine processes for maximum efficiency. Coordinate workflow. Follow and update delegated tasks to ensure progress to deadlines. • Maintain Procedures Manual to ensure consistent performance of routine tasks. • Act as authority on behalf of the Operations Director in his absence. • Exhibit excellent customer relation skills. • Support Operations Director in management of administrative and project detail. • Provide phone and visitor screening for Operations Director to control and monitor interruptions. • Maintain calendar, arrange travel and prepare itinerary to maximize Operation Director’s time efficiently. • Prepare expense reports, PO’s and all other reports as needed by the Operations Director. Compose correspondence or reports for Operations Director. • Sort and process mail for Operations Director and monitor deadlines. • Monitor Operations Director email and handle as directed. • Maintain filing for Operations Director • Serves as first point of contact (phone and email) for the facility scheduling inquiries. Routes inquiries to the appropriate team member for follow-up or enters/updates requests when appropriate. Delegates work orders on Wizard. • Prepares monthly billing process, including preparation of invoices for outside groups and runs aging reports. Prepare purchase order for the Events Department. Tracks and records incoming payments and codes invoices to proper categories. • Administers the events database software-EMS, including adding users, training new users, setting up ad hoc reports and working with the vendor on special needs. Maintains the facility holiday and building closer schedule. • Tracks inventory, places orders and maintains relationship with coffee and beverage suppliers, vending supplier and other key hospitality vendors for the Events team.
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Prepares reports from the church financial and membership database (Shelby) on an as-needed basis. Prepares and oversees content for the Events web page. Other tasks as assigned by the Director of Events
Coordinates • Internally: Coordinates with and provides communication for Operations Director and Events staff. • Externally: Coordinates with banks, title companies, insurance representatives, accounts payable and receivable vendors as needed. Directs guest, visitors and vendor on behalf of Operations Director. Accountabilities • Assures integrity of confidential information. • Maintains professionalism when dealing with staff, vendors and external contacts. • Must be able to support the Mission Statement of the church: Compelled by the love of Jesus Christ and empowered by the Holy Spirit, we carry the Gospel to Houston and the world. Minimum Qualifications • Bachelor’s degree in a related field or equivalent experience. Including 2+ years previous administrative experience. • Must have a basic concept and knowledge of the principles and beliefs of the church and be in agreement with them. • Must have excellent interpersonal skills and to present one’s self professionally. • Must have good organizational skills and be able to work on multiple projects at the same time. Including the ability to prioritize and to be flexible. Preferred Qualifications • Experience in non-profit environment • Experience in a church business office • Strong computer skills • Experience in Shelby and MS Office products • Experience or proven skills with IT Help Desk. • Ability to maintain, update and train on Phone Software system. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.
