District Administrative Secretary

Job Description

We are filling the position of District Administrative Secretary whose details are described below.
The incumbent in this position shall be based in Bulaga and will be responsible for the overall running of the district Pastor’s office including, record and book-keeping, data administration, and general office management.

Duties for the Administrative Secretary Job
Administrative Duties
1. Performs receptionist duties.
2.Interact with visitors to the district office, and answer telephone calls and emails in a friendly and professional manner.
3. Maintains the district office in a clean, attractive and professional manner always.
4.Performs general office responsibilities.
5.Types, edits and prints letters and other relevant documents for the Pastor and district executives.
6.Ensures office equipment and furniture is safe and maintained in good condition such as the computer, printer, copier etc.
7.Maintains the district calendar to reflect all district-related events, as instructed by the Pastor and or district council.
8.Prepare baptismal certificates as needed.
9.Supports the Pastor in getting inventory from CUC such as books, quarterly (Bible study guides & missionary reports), and other materials from CUC
10.Coordinates registration of marriages with the government marriage registry as instructed by the district pastor.
11.Files important correspondence and records and maintains a standardized and efficient filing system.
12.Assists the pastor(s) with correspondence as necessary, including mailing needs.
13.Manages incoming and outgoing mail each workday and regularly checks email.
14.Provides district officers and executives with office assistance for district matters as needed.
15.Keeps office supplies stocked and well organized.
16.Copies and assembles materials needed for district council meetings, finance committee meetings, etc.
17.Assists the district council secretary with keeping accurate records of district council minutes.
18.Maintains strict confidentiality of all district matters.
19.Attend the district council meeting and it takes minutes.
20.Performs other work-related duties as may be assigned by supervisor

Accounting and Finance Duties
21.Manages petty cash and provides accounting of petty cash use to district treasurer and or Pastor when requested.
22.Provides the district treasurer with all invoices, bills, and other treasury related items in a timely manner.
23.Receive, review and summarize monthly financial reports from local churches and prepare the district monthly financial report in consultation with the pastor.
24.Maintains a record of all cash receipts, cheques, and bank deposit slips for review by the district treasurer and or pastor.
25.Reconciles monthly the district bank account statement with the receipts recorded in the office.
26.Maintain the district office Fixed Assets Register.

Job Requirements
A diploma or equivalent in business-related courses is required. Prior experience with office management or secretarial duties is preferred.
Knowledge of office computer software, especially Ms. Word, Excel and PowerPoint and operations of basic office machines like copier, scanner etc is required.
Knowledge of using emails, internet, and social media is a plus.

Other Skills and Abilities
•Be a member of the Seventh-day Adventist church, with a passion to ‘spend and be spent’ for the Lord’s cause.
•Typing skills of 40 WPM is an added advantage.
•Ability to write simple correspondences, and able to effectively read and write English and Luganda.
•Organized, pays attention to details, and able to work independently and with a high level of confidentiality.
•Must possess excellent listening and communication skills.
•Must possess adaptability and creative responses to setbacks and obstacles.
•Have personal management, motivation to work toward goals, and willing to work extra hours, and sometimes on weekends
•Must possess skills in working with culturally and ethnically diverse groups and be well groomed and decent in dress.
•The Person should be living near Bulaga SDA Church as this role has no accommodation.

How to Apply Interested and Qualified candidates should submit their cover letter, academic and professional documents, and detailed CV not more than 2 pages with contacts of 3 referees including your Church pastor or First Elder, to email under APPLY NOW , clearly stating the job you are applying for and your names “Administrative Secretary – SURNAME FIRST NAME” in the Email subject. The closing date for application is 4th March 2025.
Only shortlisted candidates will be contacted within 2 weeks after this deadline.
Female candidates are highly encouraged to apply.