Administrative Assistant

/Administrative Assistant

Website pcconnect The PresbyterianChurch in Canada

The General Assembly Office supports the work of the General Assembly, Clerks of Assembly, Assembly Council and various committees. It assists the courts of the church as its staff carries out their responsibilities for governance and administration. The General Assembly Office functions as a five-member team within the national office.

The national office of The Presbyterian Church in Canada is inviting applications for the position of Administrative Assistant in the General Assembly Office. The work requires advanced word processing skills including editing and formatting reports as well as proof reading, database management and excellent written and oral communication.

This is a fulltime employment opportunity in an established and pleasant work environment. The successful candidate will be part of a positive and cooperative five-member team that maintains a high level of competence while providing excellent service to the other departments in the national office and the church across Canada. A competitive salary, pension plan and benefits package is offered.

Job Description

The Administrative Assistant is responsible for:

  • providing word processing support including correspondence, reports, resources and assisting in the preparation of committee documentation, General Assembly Book of Reports, Acts and Proceedings, and Book of Forms.
  • responding to inquires for general information such as resources and contact information and forwarding matters onto other staff as necessary and in an appropriate manner.
  • acting as the department receptionist.
  • administrating databases (Raisers Edge for ministers, congregations, etc; and Microsoft Access for various General Assembly tasks).
  • attending and providing administrative support during the annual General Assembly that meets in locations throughout Canada.
  • providing meeting support for the department and committees such as logistical arrangements, follow-up assignments and may include minute taking.
  • preparing financial requisitions and sending cheques.
  • maintaining the files and records of the department.
  • performing other duties as required by supervisors.

Position Requirements

  • Community College diploma or degree in administration or equivalent and 5 years experience.
  • Demonstrated skills in; Microsoft Office programs especially Word (advanced functions such as templates and macros), Excel and Access; Adobe Acrobat (including bookmarks and advanced appending and merging of documents); database (Raisers Edge); email; and online meetings.
  • Demonstrated excellent written and oral skills, including proof reading, editing and formatting reports.
  • Well organized, able to prioritize and work efficiently on a large volume of tasks to deadlines.
  • Accurate attention to details.
  • Able to work in harmonious and cooperative manner with other staff and the denomination’s constituency.
  • Ability to maintain confidential information.
  • Understanding of the basic structures and programs of The Presbyterian Church in Canada.

Job description

General Office

  • Act as the department receptionist by responding to, and where possible, resolving telephone, email and in-person inquiries and, where necessary, directing inquiries to appropriate staff.
  • Prepare and maintain various forms of correspondence to ensure excellent communication with the church, including acknowledgement of reports and responses from lower courts.
  • Prepare financial requisitions and send out cheques (including expenses for General Assembly committees) weekly. Benevolence cheques and letters are sent monthly.
  • Maintain the detailed Raisers Edge denominational database information on ministers, congregations, vacancies, etc; and provide address, phone, email information from inquiries, subject to privacy policies.
  • Prepare and maintain the denominational Changes to the Roll document that is circulated to presbytery and synod clerks, staff and identified individuals normally monthly (note this is done along with the Raisers Edge database). This includes updating name, contact information and status for ministers, diaconal ministers, missionaries, clerks of session, presbytery and synod, and congregations etc. Send reminders to clerks to provide this information and resolve errors and omissions with them.
  • Update records related to the distribution of PCPak to churches and others who receive it and resolve mailing and address errors (through Raisers Edge).
  • Maintain confidential employee contact information for the Management Team.
  • Update Personnel Policy Handbook as required.
  • Maintain general office and Principal Clerk’s filing, and submit files to Archives/Records Centre on a regular schedule.
  • Provide administrative support for Principal Clerk, Deputy Clerk and Senior Administrator.
  • Perform other duties as assigned.

Committees/Meetings

  • Prepare agenda, reports and agenda material, including mailing or emailing of documents.
  • Create and facilitate fillable forms for committee member registration and arrangements.
  • Prepare and circulate minutes.
  • Take minutes in meetings, if required.
  • Assist committee members to solve technical difficulties during conference calls.
  • Arrange accommodation and travel for committee members.
  • Assist with committee meeting follow up as assigned.

General Assembly

  • Maintain Microsoft Access Database that is used for various tasks associated the General Assembly.
  • Assist with the pre-registration process for participants (commissioners, young adult and student representatives, resource people, visitors, etc) by:
    • entering information into the database,
    • preparing user-fillable electronic forms for response,
    • sending registration letters and forms,
    • maintaining the lists of participants,
    • preparing letters, forms, labels, name tags, etc, from the Access database,
    • assisting participants with their arrangements and documentation as they prepare to attend the General Assembly,
    • preparing travel reimbursements for commissioners and standing committee resource people.
  • Assist with the production of the Book of Reports by:
    • providing stylized template training or refresher instruction to staff,
    • entering and formatting all reports and information,
    • assisting with arranging for its printing and distribution,
    • producing an attractive fully bookmarked PDF version of the Book of Reports, Report Summary booklet and other necessary documents, web-based and printed.
  • Attend the General Assembly and provide administrative support for:
    • advance site visits and pre-Assembly set up
    • website content (in collaboration with communications department)
    • registration,
    • proofread minutes and prepare reports for printing,
    • deal with inquiries (in person, email and phone),
    • assist with problem solving,
    • other tasks as assigned associated with specific Assembly settings.
  • Assist the Principal Clerk by preparing all General Assembly follow-up correspondence and study and report material in printed, web based and PDF format as necessary.

Acts and Proceedings and Book of Forms

  • Provide assistance for the production of the Acts and Proceedings by:
    • formatting reports,
    • appending reports into files and converting into PDF format, both for printing and (fully bookmarked) for electronic use and distribution.
    • working with the outside printer on the formatting of printed and electronic versions of the Acts and Proceedings,
    • preparing labels for distribution of minutes (complimentary, standing orders, overseas partners, commissioners etc.) for mailing.
  • Provide assistance for the production of the Book of Forms, inserting changes as required and formatting the document and converting into PDF files, and working with the outside printer for printing.

Position Requirements

  • Community College diploma or degree in administration or equivalent ,and 5 years experience.
  • Demonstrated skills in Raisers Edge database; Microsoft Word (advanced functions such as templates and macros), Excel and Access; Adobe Acrobat (including bookmarks and advanced appending and merging of documents); email; online meetings.
  • Demonstrated excellent written and oral skills, including proof reading, editing and formatting reports.
  • Well organized, able to prioritize and work efficiently on a large volume of tasks to deadlines
  • Accurate attention to details.
  • Able to work in harmonious and cooperative manner with other staff and the denomination’s constituency.
  • Ability to maintain confidential information.
  • An understanding of the basic structures and programs of The Presbyterian Church in Canada.

The starting salary is $46,976, plus a generous health/dental, group insurance and pension plans.

Effective date: May 22, 2018; negotiable

Applications and resumes are to be submitted by 4:00 pm on April 30, 2018

Terrie-Lee Hamilton
General Assembly Office, The Presbyterian Church in Canada
thamilton [at] presbyterian [dot] ca

2018-04-16T16:48:20+00:00 April 16th, 2018|Comments Off on Administrative Assistant