Office Support Specialist

4 weeks ago

Chesapeake, Virginia, United States First Baptist Church South Hill Full time
Job Description

We are seeking a highly organized and detail-oriented Office Support Specialist to provide administrative support for the general operations of our Administration Office. The successful candidate will be responsible for meeting the needs of guests, volunteers, vendors, and congregational members entering the Administration Office.

Duties and Responsibilities
  • Answer and handle phone calls in a professional, pleasant, and positive demeanor; displaying a love of Christ.
  • Organize and maintain the Administration Office in a clean, neat, professional, and spiritual manner.
  • Screen, sort, date stamp, and distribute mail.
  • Respond to church correspondence, phone calls, voicemails, emails, and faxes.
  • Monitor office equipment and ensure that it is properly serviced.
  • Order and maintain inventory of office supplies for the Administration Office and ministries.
  • Create and maintain the general church calendar with accuracy and without location conflicts.
  • Notify the appropriate personnel of ministry leaders and guest speakers' needs as noted on the Event Request Form.
  • Coordinate and book travel arrangements for staff, leadership, and guests.
  • Proofread weekly announcements and constant contacts.
  • Submit criminal background checks for staff and volunteers.
  • Review and execute wedding contracts with the bride/groom in person or via Zoom. Manage onsite wedding schedule and ensure proper notification is given to support ministries.
  • Prepare marriage, baptism, and baby dedication certificates.
  • Prepare and send condolence correspondence for funerals.
  • Provide ministry leaders with event planning assistance.
  • Process online orders for ministry leaders; receive deliveries and notify addressees of receipt of deliveries.
  • Stock and maintain form organizers, wall file folders, and information desk in a neat and organized fashion.
  • Notify pastoral staff of members' hospitalizations, deaths, etc.
  • Responsible for purchasing cards, gifts, decorations, and lunches for birthdays, holiday celebrations, and special occasions.
  • Maintain inventory and distribute booklets for new members' orientation, pre- and post-marital counseling, baptism class, Bible study, and discipleship class.
  • Collect, verify, and provide receipts for money submitted to the Administration Office.
  • Prepare and submit vouchers as requested.
  • Submit qualifying financial assistance requests to the Benevolence Ministry.
  • Reconcile monthly bank statements.
  • Prepare vouchers and monitor budget for the Food Service Ministry.
  • Backup for the Finance Clerk (process weekly deposit via mail and giving receptacles).
  • Maintain and update interior decor of the facility.
  • Document and update policies, procedures, and position descriptions.
  • Notarize documents.
Qualifications and Experience
  • Possess an associate degree.
  • Minimum of three years' experience as an Administrative Assistant.
  • Proficient in Microsoft Word, Outlook, PowerPoint, Excel, Adobe Reader, Calendaring with the ability to learn and adapt to church-specific programs and software.
  • Strong organizational and interpersonal relational skills.
  • Attention to detail.
  • The ability to work independently and with a team.
  • The ability to manage pressure and conflicting demands, prioritize tasks, and meet deadlines.
  • Strong oral and written communication skills.
  • Maintain confidentiality.
  • A pleasant, friendly, and professional telephone and in-person demeanor.
Salary Information

The estimated salary for this role is $45,000 - $55,000 per year, depending on experience.

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