JOB TITLE: EXECUTIVE ASSISTANT/PERSONNEL MANAGER
REPORTS TO: EXECUTIVE DIRECTOR
A successful candidate for this position must be highly organized, neat, detail oriented and able to handle multiple projects at a time. They must be a self-starter and be able to work without direction. He/she must be a hard worker who is able to work behind the scenes for the benefit of others with a servant’s heart. They must be committed to serving the Lord and to the ministry and mission of The Firs. Also must be able to maintain total confidentiality.
ASSISTANT TO EXECUTIVE DIRECTOR includes the following. Other duties may be assigned.
1. Handle the following administrative duties for the Executive Director:
Write or transcribe correspondence as directed (letters, memos, etc.).
Handle all Council and Board communications (newsletter, emails, etc.).
Compile information and keep records, as assigned.
Research projects and make purchases, as assigned.
Coordinate calendar and scheduling tasks.
Establish and maintain an efficient filing system for corporate, administrative and executive matters.
Serve the Executive Director by supporting his efforts and appearances.
2. Provide further support on Corporate matters:
Design and send The Firs Update.
Meet Board member needs as appropriate.
Assist in planning staff events.
Facilitate and plan special events such as fundraisers, council meetings, etc.
1. Database Coordinator
Know all Firs databases and their function thoroughly.
Assure consistent input (data entry) by all users.
Make sure all Firs database needs are met and all mailing lists are on board.
Keep all data updated (clean) on a regular basis.
Interface with supporting services on all database matters.
Handle all mailings out of The Firs as assigned (Firs Quality Control.)
Make sure all printed materials going out pass through Jenny (Firs Quality Control).
Set up parameters for any mailing.
Help out with other Firs advertising or marketing matters as time allows.
3. Social Media
Able to update and maintain pages on a website.
Understand social media posting and support The Firs social media posting.
Be able to to coordinate and communicate with multiple departments social media expectations.
- Keep personnel files in your possession and locked. Utilize both electronic and printed means for filing and storage. Note all pertinent information per file and assure confidentiality.
- Maintain corporate compliance in all personnel procedures as per current government regulations – as well as appropriate record keeping, employee notification and general matters of employee care.
- Keep Firs Employee Handbook current and in the hands of all employees. Oversee compliance of all staff policies and make recommendations for action or change to the Executive Director.
- Oversee annual performance appraisals by all supervisors and assure the completion of them in a timely manner.
- Keep all staff forms (Covenant, Hold Harmless, application, I-9s, W-4s, etc…) filed and accessible.
- Update I-9 form yearly from government website. File all staff (including Firwood and Fircreek) I-9s in our files for the audits.
- Work with Office Manager/Receptionist on staff events (decade birthdays, staff parties, etc.).
- Keep all federal and state government posters up to date.
- Supervise work load of Office Manager/Receptionist.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Good keyboarding ability, proficient in Microsoft Word, Excel, Publisher, Outlook, and PP.
- Able to utilize social media and websites, with enough knowledge to update and maintain areas of each.
- Proficient in database management.
- Good creative ability.
- Good proofreading ability.
- Some basic knowledge of letter writing, filing, and minute taking.
- A demonstrated ability to work independently, give attention to detail, meet concurrent deadlines, organize time and priorities, and communicate well with others.
- Able to handle all matters confidentially.
- Good working with people and motivating them for service.
EDUCATION AND/OR EXPERIENCE
Associate’s degree (A. A.) or equivalent from two-year college or technical school; or 2-3 years related experience and/or training; or equivalent combination of education and experience.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence and memos. Ability to effectively present information in one-on-one and small group situations to customers, business contacts, and staff.
Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
CERTIFICATIONS, LICENSES, REGISTRATIONS
Have a valid Washington State driver’s license.
Food handlers permit.
Must be able to sign The Firs Staff Covenant and Doctrinal statements annually.