New York Conference, UCC

METROPOLITAN ASSOCIATION New York Conference, UCC 102-19 34th Avenue 2nd Floor – Corona, New York 11368 Office: 718-898-0001

POSITION AVAILABLE OFFICE ASSISTANT FOR THE OFFICE OF THE METROPOLITAN ASSOCIATION New York Conference, UCC

REPORTS TO: Executive Administrator and the Board of Directors’ President

LOCATION of OFFICE: 102-19 34th Avenue, 2nd Floor, Corona, NY 11368

HOURS: Part-time (20 hours weekly)

COMPENSATION: $15.00 per hour

SUMMARY: Provide a variety of complex administrative support duties to the Executive Administrator, including call and email screening, maintaining calendars, scheduling, correspondence, typing, data entry, research, analysis, project management, writing reports, filing, and document preparation; with packet preparation, Board communications, and other duties as needed or assigned.

The Metropolitan Association of the New York Conference, UCC works collegially with its Association churches, the New York Conference and the United Church of Christ Headquarters in Cleveland, Ohio. The Association provides support to its member churches through resources, conferences, workshops, situational support, and committee work.

RESPONSIBILITIES INCLUDE BUT NOT LIMITED TO:

GENERAL SUPPORT o Maintain calendar and scheduling. o Screen calls, take messages, respond to inquiries and requests for information as directed. o Maintain files and information flow including in box/out box, email, mail, etc. o Research, filing, document preparation as directed.

EXECUTIVE ADMINISTRATOR SUPPORT

Office Asst. 12/2015 Page 1 of 4 o Prepare, type, format and proofread a wide variety of documentation including board reports, correspondence, memos, statistical charts, newsletters, forms, website content, etc. o Review materials for completeness, accuracy, format. o Understand and apply applicable policies and procedures, laws, regulations, and rules. o Maintain calendars including Google calendars, meeting calendars, and others as assigned; organize and schedule meetings. o Maintain office filing system including paper files/file cabinets, shared electronic files.

o Implement and maintain agency‐wide file naming convention for shared

electronic files; prepare and maintain shared electronic filing structure for all computers. o Organize and maintain various administrative, reference, library items and other files. o Support Records Management program; identify and process documents for archiving or destruction o Maintain organization of policies and procedures; keep current documents available. o Research and compile a variety of informational and/or confidential materials from sources both inside and outside the Association; summarize information as directed. o Maintain efficacy of mailing list; assist with distribution of newsletters, mailers, email as needed.

CLERK OF THE BOARD SUPPORT o Prepare, format, proofread committee and Board agendas, reports, attachments, charts and other documentation. o Transcribe, prepare and format minutes for approval. o Maintain Board files. o Assist with packet preparation and distribution. o Maintain documentation including annual meeting schedule, committee lists, Board and committee roster. o Manage meeting agenda and minutes; archive in binder and electronically. o Respond to public information requests as directed.

Office Asst. 12/2015 Page 2 of 4 HUMAN RESOURCES SUPPORT o Provide proper filing of all employee paperwork to HR of UCC National for payroll and tax purposes.

OFFICE MANAGEMENT

o Operate and maintain a wide‐variety of office equipment including copier,

fax machine, scanners, computers o Work with vendors and service providers to keep office systems functioning smoothly at all times o Maintain office furniture and storage layout, suggest improvements, implement changes as needed or directed. o Manage office consumables including office supplies, postage system, kitchen supplies, printer and copier supplies, stationary, etc. o Maintain telephone system (programming, maintenance, repair, training) o Maintain office infrastructure: Copier (programming, maintenance, repair, troubleshooting, training), Printers (troubleshooting, repair, replacement), Office Alarm (maintenance, programming)

QUALIFICATIONS:

 AS or BS required  Proficient in MS Office suite, Email, Internet  The ability to manage multiple projects simultaneously.  Must have strong customer service ability.  Requires strong communication skills, both verbal and written, organizational skills, both analytical and problem solving, and the ability to work with confidential documents.  Ability to manage multiple tasks and achieve deadlines under pressure.  Knowledge and skill with Quick Books a must

TO APPLY: Submit cover letter and resume to: [email protected] attention: Rev. Anthony McFarlane, Chair, Personnel Committee

Office Asst. 12/2015 Page 3 of 4 Only those whose applications are being considered will be contacted. No phone calls please.

Metropolitan Association of the New York Conference, UCC is an equal opportunity employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.

Office Asst. 12/2015 Page 4 of 4