The Navigators

  • Administrative Assistant IV

    Job Locations US-CO-Colorado Springs
    Category (Portal Searching)
    Administrative
  • Overview

    The Administrative Assistant III in Corporate Affairs & Risk Management shall serve The Navigators and fulfill the responsibilities listed below in the spirit of The Navigators calling, values and purpose: To advance the Gospel of Jesus and His Kingdom into the nations through spiritual generations of laborers living and discipling among the lost.

     

    This position provides quality and professional administrative support for the department and fulfills government compliance and document management functions.

    Responsibilities

    Administrative Support

    • Schedule travel arrangements for Director/Managers and other team members
    • Create and file expense reports for Director/Managers.
    • Schedule, coordinate logistics and record minutes for all departmental meetings.
    • Maintain and update the Director’s calendar
    • Provide topical research for Director.
    • Develop and maintain team filing systems to include printed documents, emails, shared drives, SIL files and special projects.
    • Create and review departmental correspondence including faxes, letters, emails, and other documents for Director/Managers. 
    • Prepare and create general reports, presentation materials and spreadsheets for Director.
    • Create training binders for distribution.
    • Content steward for departmental information on NavCentral.  

    Certificates of Insurance

    • Point of contact for staff questions regarding certificates of insurance.
    • Complete certificate request form for submission to Insurance Broker.
    • Review all certificates for accuracy and maintain related electronic and paper files.
    • Use Basecamp software to manage the contract process with Eagle Lake Camps.
    • Communicate with Insurance Broker to ensure accuracy of auto-generated certificates prior to insurance policies’ renewal date.
    • Administer Meeting and Activity (M&A) Insurance processes to include timely and efficient processing of monthly reporting forms, participant lists, communication with staff and maintenance of insurance logs. 

    Government Compliance

    • Provide research support and record maintenance for state regulatory matters.
    • Complete and submit state and federal registration forms.
    • Provide communication notifications.

    o   Implement and maintain listing of exempt products and services by states

    o   Schedule 30-60 day publication lead time frames. 

    ·         Provide customer service regarding corporate governance information (i.e., Federal Identification numbers, proper Certificates and Registered numbers, applicable Articles of Incorporation or Bylaws, etc.)

    ·         Assist with grant applications.

    ·         Research state and federal government regulations and requirements to ensure compliance

    ·         Prepare and file state mandated compliance reports

    ·         Provide governance documents as requested

    ·         Prepare and distribute policies for system publication

    ·         Prepare and review documentation for internal/external communication

     

    Driver Authorization

    • Maintain and update the Driver Authorization Application Package in electronic Team files and on NavCentral.
    • Provide information to field staff and missional/HQ departments to answer questions regarding all corporate driving policies and procedures.
    • Process driver authorization applications including original documents and certifications, notifying applicants or requesting departmental administrators of missing elements, creating and maintaining applicant files.
    • Maintain electronic driver authorization logs and send notices of impending expiration of driver authorizations.

    Document and Data Management

    ·     Oversee record retention and document destruction (off-site/vault)

    • Retrieve prepaid balances for insurance cost centers and produce monthly Insurance Excess Reserves report.
    • Enter specific SIL financial data into RM archive spreadsheets.
    • Develop and manage process for Document Retention and Destruction (internal/external) in accordance with policy and procedures. 
    • Coordinate and manage the transfer of external records.
    • Manage the process for record retention in vault.
    • Create and submit internal invoices/journal entries for related records, etc.
    • Serves as primary liaison with external vendor and internal administrators.  

    Additional Responsibilities

    Serve as additional resource for:

    • Insurance renewal process.
    • Criminal Background Checks.
    • Other duties as assigned.

    Qualifications

    • Belief in and adherence to the Statement of Faith and Missions of The Navigators
    • Associates degree (required); Bachelor’s degree (preferred)
    • 5 or more years as an administrative professional
    • Produces accurate, quality work meeting and exceeding deadlines
    • Good verbal communication and people skills. Comfortable working in an environment that may have frequent interruptions.
    • Take initiative for improvement of self and department
    • Enjoys the challenge of multi-tasking. Able to juggle several projects at a time.
    • Writing proficiency is a must
    • Ability to perform quality customer service for all interactions
    • Excellent attention to detail
    • Ability to maintain discretion and confidentiality of information
    • Proficient in Microsoft Office applications and willing to learn new software
    • Ability to use and maintain copy machine and other office equipment

     

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