Part- Time Administrative Services Assistant

United Methodists of Upper New York; New York (NY); On-site; USD 27,552 - 38,572; Part time

Job summary

The Upper New York Conference of the United Methodist Church is seeking a part-time Administrative Services Assistant to support the Benefits, Finance, and Human Resources departments. The role provides efficient administrative support for Conference employees and local churches, with approximately 20 hours per week.

The successful candidate will perform data entry, manage clerical tasks, prepare reports, and assist with onboarding for seasonal staff.

Qualifications

• Two years’ experience in reception and/or administrative support with related training.
• High school diploma or equivalent; vocational training preferred.
• Proficiency with Microsoft Office; experience with office equipment and multi-line phones.
• Excellent organizational, communication, and customer service skills.
• Ability to maintain confidentiality in all aspects of Conference information.

Responsibilities

• Enter and maintain information in databases and other records systems.
• Organize and process Clergy Compensation forms and related reports.
• Create and run ad hoc reports as needed for departments.
• Manage new hire paperwork for seasonal staff and related onboarding tasks.
• Send out timesheet reminders biweekly and provide back-up front-desk support.
• Answer general benefit and HR questions via phone and email; maintain files.

Skills

Reception experience

Administrative support

Customer service

Confidentiality

Organizational skills

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Office equipment (fax/copier/multiline phones)

Job description

The Upper New York Conference of the United Methodist Church has an exciting opportunity for a part-time Administrative Services Assistant supporting the Benefits, Finance, and Human Resources departments. The Administrative Services Assistant provides efficient and accurate administrative support for Conference employees and local churches. The hours for this position are 20 hours per week.

Responsibilities:

• Enter and maintain information in a variety of databases, including but not limited to:
• 1. Contact information
• 2. Address Changes
• 3. Organize and follow-up Clergy Compensation forms
• 4. Create and run ad hoc reports
• 5. Employee Assistance Program (EAP) Census
• Calculate and maintain clergy full-time equivalent years of service report
• Maintain and update Clergy Compensation Master Spreadsheet
• Update Annual Conference Journal for Honor Roll
• Support for Annual Conference Session for special meal events such as retiree and ordinand dinner and memorial luncheon
• Moving Fund Support
• Monthly Benefit Invoices Review
• Direct inquiries regarding short-term disability claim forms
• Respond to requests for disability and workers’ compensation certificates of insurance
• Assist with managing the process for new hire paperwork for seasonal staff
• Send out timesheet reminder emails biweekly
• Back-up support to front-desk Receptionist
• Hosting events and meetings as needed (occasionally evenings and weekends)
• Maintain clergy files (hard copy and electronic)
• Responsible for organizing, preparing, and sending mailings
• Answer general benefit and HR questions via phone call and email with support as needed
• General Filing
• Perform other duties as assigned

Requirements

• Two years’ experience in reception and/or administrative support functions, including formal business office training.
• High school diploma/equivalent required; vocational training preferred.
• Proficiency with Microsoft applications is required. Ability or experience with current office duplicating, facsimile machines, and multi-line telephones.
• Excellent organizational, communication, and customer service skills
• Must maintain confidentiality in all aspects of Conference information
• Excellent attendance and punctuality