Northern California Conference
Job Description
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DATE: June 14, 2023LOCATION: NCC Office - Ministries
STATUS: Full-time/Regular/Non-Exempt
REPORTS TO: Department Directors
Title: Administrative Assistant II
Wage/Salary: $20.75-$28.15
ERI Category: 19
Job Code: J Step/Percent:
SUMMARY: Provides administrative assistant support to the Evangelism/Church Growth, Ministerial,
Children’s/Family/Adventurer Ministries Departments.
Essential Duties and Responsibilities:
1. Greets walk-ins and directs them as needed.
2. Answers and screens telephone calls and assists callers with necessary information.
3. Manages mail and departments’ email boxes.
4. Scans, copies, and files as needed.
5. Sets up meetings, sets up materials and presentations, assists employees at meetings, arranges for
lunches and/or makes reservations, and maintains calendar for the following:
a. Evangelism: two times per year.
b. Church Growth Associates: four times per year.
c. Pastor Advisory Council: four times per year.
d. Pre-ordained Symposium: eight times per year.
e. Human Resources Employee Orientation: nine times per year.
6. Manages departments’ email boxes.
7. Creates and maintains department files.
8. Assists with mass mailings of department-related communications.
9. Performs occasional switchboard/operator duties for the NCC office.
10. Keep pastors’ attendance at required meetings (Pre-Ordained, Workers Meeting, Mark Blue, Pastors
Advisory Council and any other required attendance meetings).
11. Maintains NCC website sections for Evangelism, Ministerial, and updates awards for the
Children’s/Family/Adventurer Ministries section.
12. Performs tasks for Evangelism: Revises EV forms yearly; receives Evangelism Request Forms and
Closing Reports; types forms for pastors who need assistance; receives calls or e-mails requesting
money two months before evangelism event; requests HR forms and contracts (if needed) and
forwards to HR Department with EV Request for Payment; receives lead cards, determines the
closest church, and forwards the lead information to the church.
13. Performs tasks for Natural Church Development: sends out surveys; receives and enters data for
paper surveys and/or enters the names and email addresses of individuals taking survey online;
forwards invoices to NCC treasurer and bills to churches; prepares and forwards results to Natural
Church Development coaches.
14. Performs tasks for Ministerial:
a. Receives Continuing Education & Degree Request forms and forwards Ministerial Director for
approval.
b. Receives Continuing Education & Degree Expense forms and forwards to NCC treasurer for
payment.
c. Receives Sabbatical Request form and forwards to ADCO for approval.
d. Sends birthday and Christmas cards to pastors.
e. Performs duties for ministerial ordinations: coordinates dates with candidates, administration,
and ministerial director; receives ordination candidate’s biography and order of ordination
program, and forwards to Communication Department in an acceptable form; arranges for
ordination flowers.
f. Performs duties for January and June pastors retreats: makes names tags; assigns housing;
checks in pastors and families; makes purchases for give-a-ways (books, etc.); makes hotel
reservations, requests reimbursements and/or honorariums; makes copies for retreat speakers;
arranges for child care; secures a lifeguard (June); arranges for activities; assists with meal for
ministerial spouses (June).
g. Performs duties for Mark Blue Lecture Series: receives pastors’ reservations, makes nametags,
helps serve lunch.
h. Prints and sends ordination certificates for elders, deacons, and deaconesses.
i. Coordinates retirement functions with church, administration, and ministerial director;
purchases retiree gifts.
j. Performs various duties for Redwood Camp Meeting, including serving on Redwood Camp
Meeting Planning Committee.
15. Performs tasks for Children’s/Family/Adventurer Ministries: receives applications for English and
Spanish Family Fun Weekends; assigns housing and collects fees; attends English Family Fun
Weekend and assists as needed; updates Shield the Vulnerable as needed.
16. Performs other related duties as assigned by supervisors.
JOB REQUIREMENT:
This position requires strict confidentiality. The employee must refrain from accessing confidential information
not specifically required for his/her duties. The employee must refrain from releasing confidential information
to individuals who are not authorized to receive information and from discussing sensitive information with
coworkers, friends, family members, or other associates without a legitimate “need to know” and/or proper
authorization. The employee must follow documented protocols in transmitting confidential information.
JOB SPECIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty with judgment,
creativity, discretion, and use of intellectual ability. The requirements listed below are representative of the
knowledge, skill, ability, and physical requirements necessary to perform the job.
Education and/or Experience
An associate degree and two years’ experience are desired. (Another equivalent combination of education and
experience may be substituted.)
Language Skills
Must be able to read and write functional English. Must possess the ability to read, analyze, and interpret
documents, as well as the ability to respond effectively to very sensitive inquires or complaints.
Mathematical Skills
Must be able to add, subtract, multiply, and divide in all units of measure, using whole numbers, common
fractions, and decimals. Must possess the ability to read charts and graphs.
Computer Skills
Must be proficient in Microsoft Office Suite (Word, Excel, Outlook). Must possess computer literacy for internet
research and knowledge of applicable programs and software.
Reasoning Ability
Must be able to apply principles of logical or scientific thinking to a wide range of intellectual and practical
problems. Must possess the ability to deal with nonverbal symbolism and a variety of abstract and concrete
variables.
Certificates, Licenses, Registrations
None required. (Must be a member of the Seventh-day Adventist Church, in good standing.)
Other Skills and Abilities
Must be able to relate to diverse groups of people (cultural, gender, age, etc.). Must be a team player and be able
to work in a team-like environment. Must have good written and verbal communication skills, as well as the
ability to listen carefully. Must possess adaptability and demonstrate creative responses to setbacks and
obstacles. Must show personal management and motivation to work toward goals. Must demonstrate group and
interpersonal effectiveness, cooperativeness, and teamwork, and be able to negotiate disagreements. Regular
attendance is required.
Physical Demands
While performing the duties of this job, the employee is regularly required to stand, walk, and sit. This job
requires the frequent use of keyboard and mouse. The employee must occasionally lift and/or move up to 30
pounds. (Assistance should be requested when lifting requirements exceed 30 pounds.) Specific vision
abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth
perception, and ability to adjust focus.
Work Environment
The work environment is usually an office setting with a moderate noise level. Essential responsibilities are
performed primarily in a sedentary and comfortable manner. Work area is well lighted and ventilated. Overtime
is not permitted without supervisor’s prior approval. A work day is 9.5 hours worked between 7:00 a.m. and
6:00 p.m. Monday - Thursday.
* * * Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.
