Professional Staff Opening
Position Title: Secretary II/Office Manager
Reports To: Regional Director
Team: Resource Development
Job Location: Rocky Hill, N.J.
Annual Salary: $24,670 to $32,071
Grade: 2
Status: Non-Exempt; Non-Bargaining Unit
Deadline: May 9, 2008
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Church World Service Email: |
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Church World Service does not discriminate on the basis of race, color, national origin, sex, sexual orientation, religion, age, disability or veteran status in employment of the provision of services.
Primary Purpose:
This position serves as office manager and carries out administrative and advanced clerical responsibilities and functions in support of the work of the staff and volunteers in the Regional Church World Service office. The incumbent is expected to coordinate, help organize and track the flow of forms and other paperwork within the office. She/he works with volunteers and maintains records related to congregational and event income and materials. She/he manages the computer data base required by the various programs. She/he works with volunteers and the general public, responding to their requests for materials and information about the programs of Church World Service. The incumbent may supervise other full or part time clerical support staff. The position requires a broad knowledge of general offices practices and procedure, and strong communications, secretarial and computer skills.
Essential Duties:
- Support and help organize use of field staff time and other CWS resources in support of Regional Office fund raising objectives.
- Monitor all functions that make an office run smoothly and efficiently.
- Ensure maintenance of appropriate records as required.
- Serve as receptionist in greeting visitors, answering phones, relaying messages; and responding in other appropriate ways.
- Prepare correspondence in support of the work of the Regional Director and other staff.
- Compose and type routine letters in response to inquiries that do not require the attention of the field staff.
- Assist in accurate and timely submission of reports.
- Ensure maintenance of mailing and other pertinent lists.
- Ensure timely processing of requests for event insurance and local allocations.
- Ensure maintenance of postage and petty cash accounts.
- Ensure timely processing of incoming and outgoing mail.
- Ensure maintenance of an accurate and current filing system.
- Ensure that adequate inventories of program and office materials and supplies are maintained.
- Prepare and distribute fund raising-related materials and supplies as directed. Provide related technical support to fund raising volunteers.
- Design and edit regional newsletters and promotional mailings, as assigned.
- Ensure that office equipment is properly maintained.
- Ensure that requests for materials directed to the regional office are promptly and appropriately addressed.
- Recruit and supervise volunteers enlisted for specific office tasks.
- Coordinate event enhancement wearables/sales program.
- Attend Church World Service and Resource Development training/meetings as requested.
- Perform other related duties as requested.
Qualifications:
Education:
High School or equivalency
Experience:
Experience performing varied secretarial and organizational duties in an office environment, using word processing, spreadsheet and database applications (particularly Microsoft Office 2007).
Competencies:
Communications: Listen carefully to assure clear understanding of instructions and requests. Communicate a positive, professional image of CWS, demonstrating respect, empathy and integrity. Ask appropriate questions in seeking explanations needed to perform job. Support “transparency of information” by sharing information and ideas with others to support effective performance. Understand staff roles and procedures and prepare standard reports to track job progress or activities. Recognize the particular needs of partners and use established channels to respond to those needs. Understand and is able to use appropriate technology to communicate with others inside and outside CWS. Respect and maintain confidentiality of sensitive information within parameters defined by supervisor and/or CWS policy.
Constituent Relationships: Understand who stakeholders are and be responsive to their needs. Facilitate interactions and serve as a resource in relations with stakeholders. Recognize and be sensitive to issues of concern to stakeholders. Recognize and be sensitive to cultural, ethnic and religious issues.
Job Knowledge: Understand the mission and values of CWS and faith-based organizations and how they apply to their work and relationships with others. Understand the work performed and how it supports CWS in achieving its goals. Understand how to work multiculturally with sensitivity and integrity. Able to use and willing to expand learning of applications or technology to perform job duties. Maintain and improve the skills and knowledge needed to be effective in performing job responsibilities. Follow CWS policies and procedures in carrying out work activities.
Leadership: Take responsibility for performance of own job duties. Model behaviors that are consonant with the mission and values of CWS in work activities and relationships. Demonstrate sound judgment in performing all duties. Recognize and use individual strengths to enhance work performance. Recognize areas of weakness and seek assistance to improve performance. Take initiative within area of responsibility. Respect the skills, needs and schedules of others in performing assigned duties and responding to others. Contribute ideas for implementing CWS's vision and strategic plan.
Problem Solving: Recognize routine problems, gather data and work through them thoroughly and effectively. Know whom to consult for assistance in solving non-routine problems. Exercise creativity in resolving problems and trying new ways of doing things. Know how and when to apply technical solutions to problems. Share results of problem solving experiences with others. Remain flexible in responding to organizational priorities.
Program Planning and Management: Anticipate work flow and take proactive steps to balance work priorities. Understand the desired outcome of assigned work and how it supports CWS's work. Identify the resources and assistance needed to complete work assignments and make sure they are on hand. Complete routine assignments on time, making sure finished products are accurate and of expected quality. Contribute ideas to effectively implement program plans and activities. Keep other informed of work progress and any problems encountered. Take initiative and complete independent work projects. Understand organizational priorities and respect time sensitivity of work performance. Assist others to complete priority work, or step in to handle work in their absence.
Resource Building and Stewardship: Recognize resource building potential in all interactions and be responsive and professional in providing information. Use financial and material resources provided by CWS to their best advantage, including business equipment and supplies. Demonstrate concern for natural resources in carrying out work activities. Make the most of own time and resources to maximize stewardship to CWS. Respect one another and relationships with staff, supervisors and managers.
Teamwork: Understand what a team is and what it does. Demonstrate a willingness to work on a team. Understand own role on the team and how it fits in to the overall results to be produced. Contribute skills, knowledge and ideas to team discussion and work. Accepts accountability for assignments made within the team and for producing results on time. Keep team leader and members informed of work status. Demonstrate awareness of what other teams do and how their work affects own team. Recognize and respect the importance of work performed by colleagues. Understand organizational priorities and is willing to set aside own tasks to assist others to complete high priority tasks.
Other Skills:
Computer literacy, including word processing, database and internet applications. Competency in use of Microsoft Office applications is required.