Office Coordinator - Part Time

Job Description

Job Description

Purpose: To facilitate Heartland’s Values of being Welcoming, Real, and Transforming by showing hospitality both behind-the-scenes with administration duties and in-person to visitors, staff, and volunteers.

Essential Responsibilities:

1. Responsible for the Visitor Experience – 5%
   • Upon arrival take the phone off night lines. Answer incoming calls with a welcoming attitude, transfer calls to appropriate Staff Members and/or take messages. Answer caller questions and route them to the appropriate area of the website for events, registrations, etc.
   • Greet visitors at the front desk, buzz visitors into the building, call or use the intercom to announce the visitor to the appropriate Staff Member. 
   • Offer water or coffee to visitors upon arrival.
   • Place phone on night lines before leaving so callers can leave messages for the appropriate ministry area.
2. Administrative Support - 85%
   • Attend All-Staff Meetings, take minutes, and communicate them to the staff team.
   • Ensure proper file management and organization for churchwide documents.
   • Provide support to the Executive, Programming, and Teaching teams as well as the ministry areas completing administrative projects such as meeting notes, check reimbursement forms, credit card reconciliation, drafting letters/communications, printing documents, lamination, etc.
   • Administer the church’s database; Planning Center, protecting the database from inaccuracies and actively innovates for ways to improve system use.
   • Manage the Church email address and direct inquiries to the appropriate staff members. Maintain confidentiality.
   • Order food and pick up for various meetings.
   • Pick up HCC merchandise orders, print jobs, etc.
   • Order staff nametags and create hospital badges as needed.
   • Support Finance with Amazon order reconciliation.
   • May assist in the background check process for volunteers.
   • Back-up to Heartland Commons Director to ensure rented areas are set up as needed.
   • Back-up to Facilities Director for contractor calls and facility access.
3. Mail - 5%
   • Collect mail from the post office box each morning. 
   • Process mail by opening and stamping non-confidential mail with a date stamp. 
   • Sort mail into mailboxes or deliver to HCLE Partners.
   • Maintain a supply of stamps, envelopes, and return address labels.
   • Deliver outgoing mail to the post office each morning.
4. Office and Facilities - 5%
   • Maintain a presentable, clean, and welcoming environment in the office.
   • Update a list of all supplies and quantities for the supply cabinet. Check supplies on a weekly basis and place a supply order for needs. 
   • Clean, organize, and stock coffee and supplies in the appropriate areas.
   • Fill paper trays in the shared copier daily.
   • May pick up HCC merchandise orders, print jobs, etc.

Additional responsibilities that may or may not be assigned based on selected candidates experience:

1. Create assigned signage/documents on Canva.
2. Support staff, volunteers, and guests with IT needs when the Technology Director is unavailable.

Minimum Qualifications:

• High school diploma or equivalent required.
• One year related reception/customer service experience in an office setting required.
• Experience with office technology systems and digital tools, such as email platforms (ex. Mailchimp), databases and workflow management software (ex. Planning Center, Asana, OfficeRnD) required.
• Strong computer literacy, with experience in Google Workspace (Docs, Sheets, Drive, Gmail) required.
• Satisfactory results on background check process.
• Member of Heartland Community Church within six months of hire.
• Able to read, write, and follow verbal instructions in Standard English.

Required Skills: 

• Prioritize your own spiritual formation.
• Passionate about living out the Heartland Mission to Find, Follow and Share the love of Jesus by being Welcoming, Real and Transforming.
• Ability to handle and maintain confidential information.
• Proficient in using office equipment, including copiers, scanners, paper cutters, and laminators.
• Proven experience streamlining or improving administrative procedures and office processes. 
• Prefers working in a fast-paced, always-changing environment.

Physical/Other Requirements:

Must regularly lift or move up to 20 pounds and occasionally lift or move up to 50 pounds, using proper lifting techniques such as lifting or moving equipment or help from another staff member.

Working Conditions:

Work is completed in an assigned office space with standard office equipment and lighting between the hours of Monday - Thursday 8:45 am - 3:00 pm. Remote work is not available for this role.

Disclaimer:

Please note this position profile is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this position. Duties, responsibilities and activities may change at any time with or without notice.

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