Assistant to State Director

DUTIES

Clerical

• Copy, print, compile records for folders and binders
• Keep an organized filing system
• Run errands
• Place orders for supplies and materials from vendors and CEF Press
• Handle travel arrangements, filing forms with USA Ministries, etc., for state ministry development

Financial

• Receive payroll packet from bank and mail any manual checks
• Pick up checks at PO Box, deposit them at bank, and post deposits electronically
• Sends out contribution receipts
• Help with printing, mailing and recording donations from appeal and other letters
• Help develop and manage a donor database

Meetings, Travel and Event Planning

• Schedule meetings and arrange phone calls
• Help state coordinator/director with event planning and execution, especially CYIA camp
• Attend CYIA and handle administration with Camp Director
• Help prepare for the State Board and staff meetings
• Copy agenda materials & create packets for members
• Order and provide lunches for meetings

Public Relations

• Greet office and event guests
• Help design and publish a monthly newsletter, and update Facebook and any other social media sites
• Compile and organize materials for state coordinator’s/director’s Power Point presentations
• Interact with venues and business contacts to arrange for food and logistics needed for events
• Handle child protection screening on state board and others on behalf of state coordinator/director
• Help with fund-raising efforts for the ministry

Communication & Other

• Help facilitate the dissemination of information to local chapters
• Serve as liaison with USA Ministries for chapter and information requests
• Gather and assimilate monthly chapter ministry reports, and collect committee minutes
• Ensure chapters accurately report monthly statistics with USA Ministries
• Create a Mailbox Club Report
• Handle potential technological matters
• Other duties as assigned

Qualifications

• Two years’ minimum experience in administrative support role in a professional environment
• Demonstrated experience multiple tasks simultaneously
• Demonstrated experience in Microsoft Office
• Demonstrated experience in file maintenance, editing, and proofreading
• Professional appearance and demeanor
• Bachelor’s degree preferred

Knowledge/Skills/Abilities

• Excellent communication and interpersonal skills
• Excellent assessment and observation skills, with attention to detail
• Excellent organizational skills, particularly accuracy in record keeping and effective time management
• Ability to prioritize projects and be discrete, exercising good judgment
• Ability to plan and coordinate events, programs, and administrative work flow
• Ability to maintain professional rapport in all modes of communication
• Ability to work independently with minimum supervision and as an effective team member

Accountability

• Periodic review of short- and long-term objectives
• Annual performance evaluation