Administrative Assistant 3 – Facilities Management

About the role

This senior individual‑contributor position supports the Facilities Manager in maintaining church facilities that provide a spiritual setting for worship, teaching, and community activities. The role combines administrative, clerical, and database‑management tasks to ensure smooth operations of the facilities workgroup.

Key responsibilities

• Prepare purchase requisitions, receive invoices, match them to purchase orders, and process payments while ensuring compliance with controls (35‑45%).
• Maintain finance, human‑resource, and vendor files; verify contracts and insurance documentation.
• Manage computer databases for purchase orders, work orders, preventive‑maintenance schedules, and employee/facility records (30‑40%).
• Perform clerical duties such as typing correspondence, taking meeting minutes, handling mail, creating work orders, and answering phones (15‑25%).
• Compile and distribute reports to headquarters or stake leaders (10‑15%).
• Oversee office operations, including equipment, supplies, filing, and telephone messages (5%).

Required profile

• Two years of post‑high‑school education.
• At least five years of diverse clerical experience or equivalent.
• Strong communication skills with the ability to interact courteously with leaders, employees, and vendors.
• Basic business accounting knowledge, including invoices, purchase orders, and contracts.
• Excellent organizational abilities for filing, scheduling, and time‑management.

Required skills

• Proficiency with Windows operating system.
• Experience using Microsoft Office applications (Word, Excel, Outlook, etc.).
• Ability to learn and operate database or work‑order management software.