Receptionist and Operations Assistant

Church World Service

Date: Sep 23, 2022
City: Jersey City, NJ
Contract type: Full time
Church World Service
Position Title: Receptionist and Operations Assistant

Reports To: Operations and Finance Manager

Division: Immigration & Refugee Program+ (IRP+)

Department: CWS Jersey City

Job Location: Jersey City, NJ

Grade Level: 3

FLSA & Union Status: x Non-Exempt x Non-Bargaining

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose: The primary responsibility of the Receptionist and Operations Assistant is to ensure the smooth operations of the CWS Jersey City office by answering phones, ensuring that office supplies are fully stocked, distributing checks to clients when they pick them up in person, and other tasks as assigned by the Operations and Finance Manager and Associate Directors.

Essential Duties:
  • Answer main office phone for CWS Jersey City and direct calls appropriately.
  • Distribute checks to clients and obtain signatures verifying receipt.
  • Assist with mailing checks to clients.
  • Enter data regarding payments and basic client information into QuickBooks, databases and reporting systems.
  • Assist with data quality review in QuickBooks and other databases.
  • Assist with donation drop-offs from donors and provide them with a donation receipt.
  • Coordinate with clients to receive in-kind donated items. Obtain signatures for items received from clients and document value of items provided to clients.
  • Assist with summer meals distribution as needed.
  • Ensure that CWS security procedures are updated and available to staff.
  • Manage office safety and security.
  • Keep an inventory of office supplies and track office supply requests from staff. Submit office supply orders to administrative assistant.
  • Manage conference room reservations.
  • Other duties as assigned.
  • Fluency in English. Bilingual in Spanish, Dari, Pashto, or Ukrainian desired.
  • Superior written and oral communication skills.
  • The successful applicant must have experience working in a multi-cultural environment and must be sensitive to the cultural and linguistic needs of clients.
  • The applicant must demonstrate creativity and initiative and a high level of organization.
  • Previous work experience and interest in refugee resettlement and employment services is desired.
  • Knowledge and experience working with Excel, PowerPoint, and Word.
  • Commitment to diversity, equity, and inclusion and willingness to support
as a CWS employee required.

Special Requirements:
  • It is required to maintain full COVID Vaccination status and comply with all CDC guidelines.
  • The successful candidate must be computer literate, with proficiency in MS Office and internet applications.
  • A valid driver’s license is also preferred, along with the ability to move furniture and donations. The candidate will be expected to transport clients in their own vehicle (mileage will be reimbursed) or accompany clients on public transportation.
  • The successful candidate must pass a background check.
  • Ability to lift 50 lbs. of weight. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
  • Must be willing to work some evenings and weekends.
  • This position is primarily in the office and community.
  • During busy times other duties may be assigned.
CWS’ U.S. COVID-19 Vaccination Policy requires all new staff to provide proof of COVID-19 vaccination as soon as reasonable, no longer than 60 days of employment. Any employee who is pregnant, who is nursing, who has a disability, or who has a medical condition that prevents them from safe vaccination, or who rejects vaccination because of sincerely held religious beliefs, may contact the CWS Benefits Administrator to request reasonable accommodation as defined by the Equal Employment Opportunity Commission (EEOC).

CWS offers a competitive benefits package that includes:
  • 403 (b) Retirement Plan
  • Medical, Dental and Vision Insurance
  • Paid Time Off
  • Life Insurance and AD&D
  • Long Term and Short Term Disability
  • Employee Assistance Program (EAP)
  • Health Savings Account
  • Flexible Spending Accounts
  • Commuter Benefits

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