Operational Specialist

Position Description: Operations Specialist

The Operations Specialist (Specialist) maintains the Church's efficient and organized operations. The Specialist serves as the point of contact for Facility Contractors and Vendors. The Specialist manages facility rentals and meeting room requests.

The Specialist utilizes the Realm Management System to manage and update membership information that is critical for completing the Annual Yearbook Reporting required by the United Church of Christ. The Specialist is proficient in the principles of payroll administration utilizing the PAYCHEX system. The Specialist provides a variety of administrative support services, and additional skill-set duties are assigned as needed. An Exempt Employee holds this position.

QUALIFICATIONS

• Demonstrates general knowledge of and the ability to apply general clerical and administrative support, techniques, and practices
• Completes cross-training of administrative duties as needed for office coverage
• Displays a thorough knowledge of English grammar, spelling, punctuation, and the required formats used to prepare correspondence
• Exhibits the ability to interact professionally, effectively, and tactfully via telephone and in person with managers, co-workers, contractors, vendors, members, and visitors
• Demonstrates dependable and timely attendance during stated or negotiated hours
• Possesses a thorough knowledge of Microsoft Office Suite products, including Microsoft Word, EXCEL, Access, PowerPoint, and Publisher
• Demonstrates proficiency in principles of payroll administration
• Possesses the ability to maintain and update member information utilizing the Realm Management System, e.g., births, baptisms, confirmations, marriages, deaths, new members, and community outreach involvement
• Schedules and maintains the Facility Calendar for required inspections
• Examines the Administrative Budget routinely to adhere to the allotted total for expenditures
• Completes Background Clearance; COVID-19 immunization (if applicable), annual Influenza immunization, and Tuberculosis Test

RESPONSIBILITIES

• The Specialist prepares Employee payroll bi-weekly and verifies accuracy with the Manager prior to submission to the PAYCHEX System.
• The Specialist ensures the accuracy of Leave Forms submitted by Employees prior to posting in the PAYCHEX System
• The Specialist maintains and updates the Facility Calendar for Contractors, Vendors, Members, and Non-Members.
• The Specialist, in collaboration with the Senior Minister or Designee, confirms Facility Rental Requests
• The Specialist schedules and confirms meeting rooms for Members and Organizations
• The Specialist maintains and updates Facility inspections and service maintenance
• The Specialist monitors emergency preparedness equipment for maintenance and replacement.
• The Specialist maintains scheduling for the service and maintenance of musical instruments.
• The Specialist monitors the performance of the Church's security system to ensure a safe environment.
• The Specialist evaluates office equipment routinely for optimal functioning and schedules maintenance as needed.
• The Specialist monitors office equipment and tracks the inventory of office supplies, orders supplies as needed, maintains an inventory for replacement, and submits a monthly status report to the Manager.
• The Specialist inspects the Facility at the beginning and close of the workday, in collaboration with maintenance staff, to evaluate operations, problems, or malfunctions, and verifies facility security.
• The Specialist collaborates with the Board of Trustees Facilities Committee when repairs are required.
• The Specialist maintains and updates the Robo Call Roster monthly and activates Sermon by Phone on assigned Weekend coverage, checks messages on info@peoples and voicemails at the beginning and during workday, and responds to messages appropriately.
• The Specialist maintains and updates member information utilizing the Realm Management System, e.g., births, baptisms, confirmations, marriages, deaths, new members, community outreach involvement, and additional updates as required monthly.

EDUCATION & EXPERIENCE High School Diploma; College courses or certification in operational facility management, and recommended 3-5 years of experience as a Facility Manager and Payroll Management

Job Type: Part-time

Pay: $17.95 - $20.00 per hour

Expected hours: 25 per week

Work Location: In person

Salary : $18 - $20