Office Support Specialist

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Classification
Non-Exempt

Reports To
Operations Specialist and Senior Director of Operations and Finance

Assignment
Support Team

Position Summary
The Office Support Specialist works to support the overall success of the Northwest Ministry Network and represents the “front door” of the ministry, cultivating a supporting and engaging presence among our ministers and churches.  Administrative support this role provides includes answering incoming calls, maintaining office supply inventory, providing support for meetings, and assisting other team members with projects.  Our ideal candidate would love the mission of the local church, thrive in a fast-paced collaborative and creative environment, have strong administrative skills, and have the heart and ability to communicate effectively with both professionalism and care.

Essential Functions

  • Answer telephone and welcome guests by greeting them in a courteous, friendly, and professional manner, directing callers and guests to the appropriate team member or resource, and answering basic information inquiries. 

  • Receive and distribute mail to the appropriate team member. Prepare packages for mailing, in-cluding package pick up or drop off, when requested. 

  • Assist the Operations Specialist with forecasting, ordering, and maintaining inventory for all of-fice supplies, including snacks and beverages and specialty paper. 

  • Maintain, stock, and clean the snack and beverage area on a daily basis. 

  • Maintain book inventory and fulfill book mailing requests. 

  • Maintain picture frame inventory. 

  • Create and prepare certificates and order plaques to recognize significant milestones for ministers and churches. 

  • Responsible for daily and weekly kitchen tasks. This includes running the dishwasher at the end of each day, unloading clean dishes at the beginning of each day, and sanitizing countertops and tables twice weekly. 

  • Provide support for meetings and events in conference space as needed. This may include ordering food, room set up and tear down, technology support, making coffee, suppling beverages, snacks, and meeting materials. 

  • Maintain electronic and physical records management systems, including filing, scanning and retrieving corporate documents, records and reports. 

  • Update Network’s database (ACS), including contact information for ministers, processing report queries for team members, and running church and mailing lists and importing them into various platforms. 

  • Compile church data for the Annual Church Ministries Report (ACMR), obtain missing information, and prepare the report to be sent to General Council. 

  • Maintain and regularly update website, social media channels, blogs, and other media channels as assigned. 

  • Manage Constant Contact email archive. This may include deleting outdated drafts and lists and organizing by departments. 

  • Reconcile the Director of Operations’ credit card. 

  • Assist Accounts Receivable by reviewing batches of checks for completeness and accuracy. 

  • Assist Operations Specialist with maintaining offsite storage space as needed for event equipment, supplies, and resources. 

  • Contribute to the overall mission of the Network by working with team members on various projects. This may include filing, placing calls, data entry, and creating documents and spreadsheets. 

  • Insure the accuracy and completeness of the Office Support Specialist process manual. 

  • Work with the Network team to execute event details to deliver exceptional customer service to ministers and guests at Network Conference. 

  • Maintain confidence of ministers by not disclosing or divulging either directly or indirectly confidential information to others unless first authorized to do so in writing by the Director of Operations. 

  • Demonstrate a positive and professional attitude with and work collaboratively with coworkers, ministers, and other church personnel, whether contact is by mail, telephone, or in person. Foster good working relationships by communicating clearly, showing respect for others, and proactively navigating points of tension. 

  • Support Team members are assigned to assist with office processes, which may include kitchen duty and other tasks. 

  • Maintain a neat and professional work area to include desk, file cabinets, and general office area. 

  • Other duties and responsibilities as assigned.

Competencies

  • Provide friendly and welcoming customer service to ministers. 

  • Strong writing, grammar, communication, editing, and attention to detail skills. 

  • Maintain strict confidence with sensitive information and documents. 

  • Time Management of multiple project schedules with a high volume of tasks and adaptation to changing priorities. 

  • Ability to work both independently and cooperatively within a team environment. 

  • Proficient in a Microsoft Windows and Microsoft Office environment including use of Microsoft Word, Outlook, and Excel. 

Required Education and Experience

  • High School or GED completion

  • Two years of administrative experience

Preferred Education and Experience

  • Bachelor’s degree or equivalent experience

  • Administrative Assistant experience in a corporate or church setting

Professional Certifications

  • None

Other Qualifications and ExpectationsAs a religious organization, the Northwest Ministry Network employs people who have a personal relationship with and commitment to Jesus Christ as evidenced in personal living and in relationships. Anyone seeking employment with the Network must align with the Network’s core values and mission statement as described on the Network website, share a commitment to and practice a Biblically consistent lifestyle, faithful attendance in a local church, and ministry involvement.

Supervisory Responsibilities
This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This is largely a sedentary role; however, some light movement around the office is expected. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. This role has event responsibilities, which would involve the ability to bend or stand as necessary, lift 30 lbs. and move tables and chairs.

Travel

Travel typically includes a four-day conference in the Spring (Network Conference), and a one-day trip in the Fall (Network Conference Site Visit). 

*all events subject to change

Expected Hours and Location of Work

This is a full time position located at the Network office in Snoqualmie, WA that is Monday through Friday, 8:30am – 4:30pm, including a half an hour unpaid lunch.

Other Duties

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