Administrative Secretary - Black Ministry

SUMMARY:

This position provides comprehensive clerical support to the Vice President for Black Ministries and the various ministries under the Vice President's oversight. It involves working directly and closely with the Vice President to facilitate effective communication with the pastors and churches within the department's scope of responsibility of the department. This role also includes arranging and managing logistics for special events hosted by the department

ESSENTIAL DUTIES & RESPONSIBILITIES:

Black Ministries:

1. Greets Black Ministry department guests, answers questions, and provides information and materials relating to: tithe & offerings, sunset tables, offertory information, and purchase of books and supplies.

2. Answers all phone calls, takes and passes on messages to Vice President. Provides callers with information as requested.

3. Processes incoming and outgoing mail.

4. Schedules appointments and prepares appointment calendar.

5. Makes travel arrangements (airlines, hotel, automobile rental, etc.)

6. Create and distribute general correspondence, newsletters, memorandums and other material as necessary and as requested.

7. Updates department website with current events, announcements, and ministry information; uploads department content to social media platforms; and assists with the production and distribution of flyers and digital newsletters.

8. Takes minutes at Black Ministries Workers meetings, Campmeeeting Taskforce meetings, Community Services meetings, and other meetings as assigned, and prepares minutes for approval and distribution. Takes role of attendees for record purposes.

9. Prepares and creates various forms and surveys for department use.

10. Prepares department statistical reports.

11. Processes invoices and check vouchers for accounts payable.

12. Prepares accounts receivable invoices for Community Services inventory sold. Performs annual inventory and orders supplies as needed.

13. Assists in the planning and execution of events like Campmeeting, retreats, conventions, trainings and other departmental programs as assigned.

14. Makes reservations, collects fees, and maintains accurate financial transactions for various retreats and camp meetings sponsored by the department. Issues and maintains receipts for accounting of funds used for the department.

15. Makes arrangements for department meetings, including reserving venue, room set-up, catering arrangements, payment processing as required. Maintains accurate accounting records of all charges, payments, and reservations/cancellations.

16. Miscellaneous duties as assigned by Vice President of Black Ministries and Director of Community Services, Women's ministries, and Prison ministries.

17. Maintain and order supplies for the department.

18. Other miscellaneous duties as assigned.

JOB SPECIFICATIONS:

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, physical demands, and work environment required.

Education and/or Experience

Associate degree in secretarial and four years of administrative secretarial experience desired or equivalent combination of education and experience is desired.

Language Skills

Ability to read, analyze, interpret, and generate correspondence.

Mathematical Skills

Basic math skills such as addition, subtraction, multiplication, division, and percentages.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Other Skills/Abilities Requirements

• Computer literacy:
  Microsoft Office Suite (Word, Excel, PowerPoint, etc.) is required. Canva or Adobe Creative Suite is preferred.
• AI Integration:
  Ability to utilize Artificial Intelligence tools (e.g., ChatGPT, Gemini, or AI-driven design tools) to enhance productivity, assist in content drafting, and streamline administrative workflows.
• Multimedia Proficiency:
  Experience with digital newsletter platforms (e.g., Mailchimp, Constant Contact) and basic graphic design tools is highly preferred.
• Advanced Office Tech:
  Proficiency in virtual meeting platforms (Zoom, Teams) and collaborative cloud-based environments (Google Workspace, SharePoint).

Ability to work independently and maintain confidences is required. Must possess skills in working with culturally and ethnically diverse groups. Must be organized and detailed and possess adaptability and creative responses to setbacks and obstacles. Must have personal time management skills and motivation to work toward goals. Group and interpersonal effectiveness, cooperativeness and teamwork, skills at negotiating disagreements and listening and communication skills.

Knowledge of SDA Church structure is a plus. Regular attendance is required

Physical Demands & Work Environment

While performing the duties of this job, the…