Front Office Assistant Job at Union Gospel Mission in Spokane

Description

Part time: 16 hours a week, 8:30-4:30pm, Thursday/Friday (Training week will be more hours)

SUMMARY OF POSITION:

The Front Office Coordinator works with a team of volunteers helping to achieve the daily duties required at the UGM Administrative Office. They train the volunteers to operate the phone system, manage the flow of visitors, and express gratitude sharing the impact of donations received. They ensure the phone system and office machines are in working condition. This individual also interacts with the Development Department to stay up to date with public relations postings and events.

UGM considers every position one of ministry and a vital and valued part of our team. Therefore, it is essential that all employees of UGM have a personal relationship with Jesus Christ and subscribe to our Statement of Faith and Core Values. Additionally, employees must be willing to lead and/or participate in Bible study, prayer, devotions and sharing the Gospel.

DUTIES & RESPONSIBILITIES:

Key Result Area #1: Reception and Public Relations

• Answer and successfully route phone calls.
• Respond to emails and successfully forward to appropriate people.
• Welcome visitors and the public: direct them to the appropriate person or resource and offer a facilities tour.
• Receive walk-in and phone-in donations preparing proper documentation to submit to Donations Processing.
• Convey to donors the impact their contributions make in the lives of those we serve.
• Diffuse complaints and angry individuals with tact, dignity, knowledge and kindness.
• Engage with the Development team to be informed about visitors, special group tours, and events.
• Create a Christ-like positive atmosphere for holidays and special occasions with dcor and personable interactions with guest/callers.

Key Result Area #2: Office Administration

• Order office supplies ensuring that an appropriate level of supplies is in stock and stock common areas with needed supplies.
• Ensure the phone system and office equipment are in working condition: contact service providers as needed.
• Be aware of meetings and events at the facility through the UGM Calendar.
• Engage regularly with the Rescue team on safety updates, the use of two-way radios, and other security protocol.
• Properly sort and distribute incoming mail and deliveries, process outgoing mail, and order postage as needed.
• Complete various administrative tasks such as: sending faxes, making copies, managing floral orders, tracking Trent copiers usage, mailing of receipts and processing of special mailings to ministry partners.
• Support the Development team by maintaining donor accounts in Virtuous as directed; enter gifts-in-kind in Virtuous.
• Coordination of holiday gifts-in-kind received at Trent.
• Maintain front office procedures manual and manage files.
• Route email requests received via website to appropriate staff.
• Oversee care for the front administrative office, work room, and board room ensuring that these areas are kept orderly and that coffee/beverages are stocked.

Key Result Area #3: Volunteers

• Fill front office vacancies as needed.
• Ensure the volunteers are properly staffed to meet the needs and schedule of the administrative office.

• Confirm that each volunteer has a current job description.
• Train new volunteers and provide refresher training for current volunteers on the administrative office protocol: ensure each volunteer receives a condensed safety orientation.
• Strategically utilize volunteers to accomplish front office tasks.

Key Result Area #4: Reports to:

• Serve under the leadership of the Front Office Manager.
• Fulfill assigned tasks and responsibilities - during the days that this person is assigned by the Front Office Manager.
• Works with Front Office Manager to provide coverage for occasional additional days that are not filled.

SKILLS & QUALIFICATIONS:

• Committed Christian, able and willing to model servant-leadership and interested in being part of a ministry to the poor, homeless, drug addicted and mentally ill. Grounded in the Christian faith as a mature, active member of the body of Christ on a consistent, day-to-day basis. In accordance with Union Gospel Mission Statement of Purpose, Statement of Vision and Statement of Faith.
• Strong Interpersonal skills - professional while exercising compassion and discernment, modeling the teachings of Christ.
• Able and willing to honor the leadership, chain of command, standards and ministry objectives of Union Gospel Mission.
• Strong computer skills (Word, Excel, Outlook, Timeclock, Virtuous); able to complete documents, build tables, email, maintain electronic calendars and accurately record information.
• Excellent communication skills including written, verbal and instructional.
• Must have a teachable spirit with the ability to listen and make sound decisions.
• Strong organizational skills with the ability to multi-task and be self-motivated.
• Capable of maintaining focus in a busy environment.
• Quick learner with attention to detail and accuracy.
• Time management skills and scheduling capabilities.
• Flexible and able to problem-solve.
• Insightful, trustworthy, honest, reliable, model appropriate boundaries, and strong work ethic.
• Valid Driver's License.

WORKING CONDITIONS/PHYSICAL FACTORS:

Occasionally = 1%-33%; Frequently = 34%-66%; Continuously = 67%-100%

• Work is primarily indoors and requires sitting, standing, bending, reaching, and going from building to building -
• Requires a sustained level of emotional balance, patience, and tolerance for people and personal and management issues -
• The ability to move about all the facilities on a regular basis -

• Requires the ability to hear, see, and speak clearly - continuously.

EQUIPMENT/TOOLS USED:

• Computer (MS Word, Excel, Power Point, Outlook, Google Chrome, Virtuous).
• Fax machine, copier, multi-line phones.

EDUCATION/EXPERIENCE:

• Associate degree or equivalent from a two-year college or technical school.
• Four years related experience and/or training or equivalent combination of education and experience.

REQUIREMENT:

Union Gospel Mission is a privately funded 501 (c)3 non-profit, evangelical Christian ministry. Our designated purpose is religious, and we are a Christ-centered ministry which is dedicated to sharing the Gospel and helping the homeless and impoverished. We consider every position to be essential in the fulfillment of our ministry and Statement of Purpose. As such, each employee must have a relationship with Jesus Christ as their personal Savior and Lord. All employees must:

• Be able and willing to share the Gospel and participate in all of the ministry activities of Union Gospel Mission.
• Subscribe to Union Gospel Mission Statement of Faith and Qualifications for Employment upon hire and continuously while employed.
• Adhere to Union Gospel Mission Employee Handbook.