Some of the specifics for your job for your area/director may be slightly different, but in general this is FCA's job description for Administrative Assistants:

ESSENTIAL FUNCTIONS AND RESPONSIBLITIES:

The Administrative Assistant will provide clerical support for the FCA field office to accomplish the FCA Mission and Vision and reflect the FCA Core Values in the ongoing work of that office.

• Responsible for appointments/meetings with staff, ministry partners, vendors, etc.
• Handles travel arrangements for assigned staff
• Receives and screens telephone calls and emails for area office
• Retrieves, opens and distributes office mail
• Plans, organizes and completes assigned work in a timely manner
• Manages development of resources and meets deadlines of assigned projects
• Coordinates donor ministry events, banquets, staff meetings, etc.

MINISTERIAL DUTIES

FCA employees shall be expected to model FCA’s Christian beliefs and Values for the larger community, perform all of their duties as a service to God, and comply with the following obligations: 

BELIEFS: Each FCA employee shall affirm his or her agreement with FCA’s Statement of Faith and shall not subscribe to or promote any religious beliefs inconsistent with these beliefs. 

CHRISTIAN CONDUCT STANDARDS: FCA employees shall at all times (both during working and non-working hours) endeavor to conduct themselves in a manner that affirms biblical standards of conduct in accordance with FCA’s Christian beliefs. Such conduct standards include FCA’s Youth Protection Policy and Sexual Purity Statement. 

DISTINCTLY CHRISTIAN ACTIVITIES: FCA employees shall be ready, willing, and able to lead or contribute to distinctly Christian activities such as worship and prayer services. 

MINISTERIAL DUTIES: FCA employees shall daily spend time in prayer and in the Word, share Christ through word and life, and seek the Lord’s will for the ministry of FCA. FCA staff will worship and seek weekly involvement in a local church, be a religious leader and in some cases serve under the authority and assignment of the local church.

FCA Technology Orientation Training (60-90min)

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• This course is on FCA's Online Learning System, "FCAU", and will cover three essential systems for you to know as an admin: TeamNet, FCAOne, and Databasics.

ADP Hiring Process Training (30-45min) 

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• This course in "FCAU" will take you through a required training to be able to post FCA jobs for your area. ADP is the system FCA uses for all staff for hiring, along with HR processes (time off approval, payroll, benefits info, etc.)

Personnel Action Form (PAF)

The PAF is an important form that gets utilized for any HR changes with FCA Staff. This includes salary changes (outside of normal raises), status changes (part time, full time), title changes (Area Rep, Associate, Ambassador, Area Director), Termination (offboarding)), ORG Changes (assign staff to another staff ORG), and supervisor changes.  PAFs will go up three levels when submitted: Your Director's Supervisor, their Supervisor, FCA HR. 

NOTE: PAFs NEED TO BE FULLY APPROVED AT ALL SUPERVISOR LEVELS BY THE 10th OF EACH MONTH SO THAT THEY GET REFLECTED FOR THE CURRENT MONTH, ESPECIALLY IMPORTANT WITH SALARY CHANGES.

The easiest way to access the PAF is to go to TeamNet and select  "Personnel Action Form" from the "Human Resources" dropdown. Check out the form HERE.

Rockies Rookie Training was put together by the Rockie Region's Talent Advancement Coordinator, Julie Fisher. Julie has put together a fantastic course that guides each new Rockies Staff person through the basics of being on FCA Staff, specifically in the Rockies Region (Arizona, Colorado, New Mexico, Utah, Wyoming).

You can access the training HERE.

NOTE: the password is '411'

Microsoft Teams

We utilize Microsoft Teams to share files with other staff within our own areas and even across the FCA Rockies Region. Outside of file-sharing, MS Teams can also be used to host video calls similar to Zoom and there are hundreds of other plug-ins that can be utilized. Plus, Teams works great with other Microsoft applications you already use like Excel and Word. To access Teams for the first time, go to TeamNet, then from the Technology drop down select Office 365. Once in Office 365, you’ll see Teams as an app option to download to your device. 

This video provides a quick overview of the Teams app: https://www.youtube.com/watch?v=jugBQqE_2sM. 

Once you’re fully onboarded, you’ll want to make sure you’re a part of the following teams: Rockies Region Team, CO Admins, plus any teams that your local area uses!

Ninety.io

90 is used in a variety of ways by staff across the FCA Rockies Region. First, we use 90 to enter our 3-year, Annual, and Quarterly goals (aka Rocks). We also use 90 as a platform for hosting meetings. You can customize the flow of your specific meetings, but typically the agenda includes Headlines (share some news from your area), Issues (discuss, inform, or solve an issue with your group), and a review of Rocks (share your progress on quarterly goals) and To-Dos (check-in and make sure everyone completed To-Dos from the previous meeting). Finally, we store important data/metrics from all across the state in 90. For example, we track Coach and Donor Interactions, Certified Huddles, and Revenue. Your specific area may choose additional metrics to track. 90 may seem overwhelming at first, but it truly is a great platform that brings consistency across FCA teams! 

Here are some helpful videos that explain the various aspects of the 90 system: https://www.ninety.io/resources. 

GroupMe: 

GroupMe is a “group texting” platform that Colorado FCA uses to communicate important messages to the staff via text messaging/the GroupMe app. Staff can also send prayer requests to the other staff in the state. Your role as an admin will be to add/remove staff in your area as they are on/off boarded. You can access GroupMe on the web/download the app (recommended) for your phone here: https://web.groupme.com/chats. 

To join our Colorado GroupMe group, please follow this link: https://groupme.com/join_group/32189438/D0NcMp.

FCA's Help Center answers most questions that you or your FCA field staff my have. The Help Center gives step by step tutorials and screenshots to accompany those answers. The easiest way to navigate to  the Help Center is to go to TeamNet and select the Help Center on the Technology drop down.

ASSIGNMENT: Using the link "Complete the Assignment" below, go to the Help Center home page (note you will need to login to Office365

1. Using the search bar, find the article on how to "Certify Your Board" and read through it.
2. Using the search bar, find the article on "How to Complete Your Timecard" and read through it.  If you will be using the ADP app on your phone to fill out your timecard, you can also find an article on "How to Complete Your Timecard in the ADP Mobile App"

Complete the Assignment!

Alexis Purnell: Administrative Assistant to Colorado State Director, Andrew Powell. Have questions about something going on in CO? Alexis can connect you to the right person or information! (apurnell@fca.org, (719) 964-6613)

Sheri Riordan Administrative Assistant to Rockies Regional VP, Sarah Gackle. Reach out to Sheri if you have questions about something related to the entire Rockies Region. (sriordan@fca.org)

FCA Receipting: if you need to correct a donation (a gift went to the wrong ORG) or if a donor is requesting a specific receipt for their gift, email receipting@fca.org and they can assist.

FCA Support Center: if you can’t find an answer in the Help Center, you should never hesitate to call or email the amazing staff at the Support Center! 1-800-289-0909 or SupportServices@fca.org.

FCA Technology: this site has a variety of helpful info including website help, requesting a registration page for an event you’re hosting, and submitting an update to a My FCA page - https://www.fca.technology/

Travis Smith: Travis is a Field Technology Trainer who has a wealth of info related to all things tech within FCA. While he’s not a part of CO FCA staff, he does live in Colorado so keep him in mind if you ever want to host local trainings with staff! Email him at travissmith@fca.org. 

Web FCA: if you need assistance with your local FCA website, email webfca@fca.org.

Many FCA Admins are the Web Manager/Updater for their area's local website. If you don't have access to your website, you can fill out the form here: https://www.fca.technology/website-access-form 

For helpful tips/guides on how to design, update, and even set up Search Engine Optimization (SEO) for you site, please go to this link: https://fcahelpcenter.zendesk.com/hc/en-us/categories/1260800622870-WebFCA