What are the responsibilities and job description for the Secretary position at One More Child?
Department:
Engagement
Direct Supervisor:
Executive Director of Engagement
Hiring Manager(s):
Executive Director of Engagement
Hiring Approver:
Senior Vice President of Partnerships
Classification:
Part-time (0-29 hours per week, varying)
FLSA Status:
Non-Exempt (Hourly)
Description Updated:
January 2024
HR Approval Date:
January 2024
JOB SUMMARY
As a Secretary providing first impressions and administrative support at HQ, you will play a crucial role in ensuring the smooth operation of the respective buildings on campus. Your primary responsibility will be to provide efficient and effective administrative assistance to the centers' management and staff. You will be the first point of contact for visitors and clients, representing the centers with professionalism and a welcoming demeanor. Organizational and communication skills will be essential in managing administrative tasks and maintaining a positive work environment.
ESSENTIAL DUTIES AND FUNCTIONS
Front Desk Operations:- Greet visitors, clients, volunteers, donors, and partners with a warm and friendly attitude, ensuring their needs are addressed promptly.
- Manage incoming calls, emails, and correspondence professionally and direct them to the appropriate personnel.
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Organization and tidiness:
- Create a welcoming and hospitable environment by maintaining tidy and organized common areas including the front desks and lobbies, conference rooms, restrooms, break rooms, and workrooms.
- Order restock of office supplies and snacks for staff within budget allocations.
- Schedule maintenance as needed.
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Scheduling and Calendar Management:
- Coordinate appointments, meetings, and client’s shopping appointments for the centers' staff and clients.
- Manage calendars, ensuring accuracy and efficient use of time.
- Coordinate back-up schedule for front desk coverage as needed.
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Administrative Support:
- Maintain accurate records, databases, and filing systems for GIK, volunteer hours and resource distribution.
- Handle sensitive and confidential information with the utmost discretion.
- Support the Events Impressions and Family Support teams with general administrative tasks as needed.
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Coordination and Logistics:
- Arrange meetings, conferences, and workshops, including booking meeting rooms and printing materials.
- Schedule client’s shopping appointments, organize emergency boxes, count minimal diapers, and assist in family market.
- Support the logistics of campus tours.
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Communication and Correspondence:
- Assist in the preparation and distribution of Family Support Newsletter, and other updates as required.
- Maintain effective communication channels within the centers, ensuring timely dissemination of information to staff, clients, and volunteers.
SUPERVISORY RESPONSIBILITIES
- N/A
REQUIRED EXPERIENCE AND QUALIFICATIONS
- Have at minimum a high school diploma or a GED; additional certification or training in office administration is a plus.
- Proficient in Microsoft Office, specifically Word, Excel, and Outlook and willingness to learn Raiser’s Edge database program.
PREFERRED EXPERIENCE AND QUALIFICATIONS
- Proven experience as a secretary or administrative assistant, preferably in a similar setting.
COMPENTENCIES
- Present oneself, both at and outside of work, in a manner keeping with One More Child’s Core Values of Humble, Hungry, Wise, and Called.
- Professional and friendly demeanor, with a strong customer service orientation.
- Strong organizational and time management abilities, with attention to detail.
- Willingness to learn and adapt to new situations and problem solve.
- Demonstrate excellent verbal and written communication skills.
- Proficient in using office software (e.g., Microsoft Office Suite, email, calendars).
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Empathy and ability to work with people from disadvantaged, marginalized, or socially excluded backgrounds.
- Ability to work independently or collaboratively with other team members.
- Availability to work flexible hours based on needs of the position.
SPIRITUAL QUALIFICATIONS
- It is the mission of One More Child to provide Christ centered services to vulnerable children and struggling families. As stated in the Second Amended and Restated Articles of Incorporation, One More Child provides these services in a Christian context consistent with The Baptist Faith and Message (2000). Employees of One More Child commit to live in a manner that is not contrary to this foundational statement of faith.
- Have had a personal conversion experience with Jesus Christ and been scripturally baptized.
- Possess a sense of commitment to ministry through vocation.
- Hold a sincere desire to seek God and His kingdom.
- Demonstrate personal and devotional habits and practices such as Bible study, prayer, and daily meditation.
- Be a member of a New Testament, evangelical Church in the local community and attend regularly.
- Engage in witness activities as a normal part of life.
PHYSICAL DEMANDS
These physical requirements are not exhaustive, and One More Child may add additional job-related physical demands to these if the need arises. Corrective devices may be used to meet these physical requirements.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to walk and reach with hands and arms. Specific vision abilities required by this job include close vision.
This job requires the ability to work in stressful conditions from time to time and remain focused for extended periods of time. The ability to lift up to 30 pounds (boxes, documents, and equipment).
WORK ENVIRONMENT
The work environment describes the conditions that an employee may encounter when performing their job duties, including but not limited to, the essential functions of the position. Reasonable accommodation may be available to enable individuals with disabilities to perform these duties.
Job functions are performed in a normal office environment.
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