Job Board

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Administrative and Clerical

Office Administrator

Colorado Christian Services
Posted: 01/03/2023
Salary/Range: $44,000 -- $48,000 annually
Location
Centennial, Colorado
Description:

Job Summary: This position exists to provide administrative support to the staff of Colorado Christian Services to ensure that the organization runs smoothly.

The position of Office Administrator at Colorado Christian Services is a full-time (40-hours per week) salaried position.

 About Colorado Christian Services:

 Mission

Colorado Christian Services comes alongside women in unplanned pregnancies and Christian adoptive couples in building families through caring, experienced and professional adoption planning services.

Vision

Colorado Christian Services is committed to being a leader in the field of adoption because of our dedication to strengthening families with an emphasis on Christian values as well as respecting the dignity and worth of all individuals.

Our Core Values

  • We adhere to Christian principles.
  • We believe that children thrive in families and that no child should have to grow up without the benefit of a solid family. We believe that the strength of family is one of our most valuable human assets.
  • We believe in the power of professional, Bible-based counseling.
  • We believe in maintaining the utmost integrity in serving our clients. Integrity is never compromised.
  • We work diligently to earn our clients’ trust and once achieved, we vow to maintain it.
  • We protect the confidentiality of the clients we serve.
  • We value life-long relationships with our clients.
  • We demonstrate empathy in our interactions with our clients.
  • We are highly productive through participation, teamwork and accountability.
  • We are committed to excellence in all we do.

Job Requirements:

To perform this job successfully, an individual must be able to perform each task, duty and major responsibility satisfactorily.

Education: 

High School diploma is required with college degree in a related field preferred. Three to five years office work and secretarial experience is required.

Language Ability: 

Ability to read, analyze, and interpret general business periodicals and governmental regulations. Ability to write reports, business correspondence, and maintain policy manuals. Ability to effectively present information and respond to questions from clients and the general public.

 Computer Skills:  

Individual should have good social, secretarial, and computer skills. Should be proficient in the full Microsoft Office Suite Word, Excel, PowerPoint. Experience in database [CRM] management necessary. Should be detail-oriented, friendly, organized, articulate, and flexible. Needs to have working knowledge of all aspects of the Agency which will require on-the-job training. Must be able to maintain confidentiality.

Personal Competencies: 

Contributes to the development of the agency. Recognizes, initiates, and leads improvement activities. Is not hesitant to change or challenge decisions to meet performance goals or commitments. Requires considerable judgment, tact, discretion, and initiative.

Tasks, Duties and Major Responsibilities:

General

  • Analyze and organize office operations and procedures, information management, filing systems, requisition of supplies and other clerical services
  • Maximize office productivity through proficient use of appropriate software applications
  • Research and develop resources that create timely and efficient workflow
  • Establish uniform correspondence procedures and style practices
  • Formulate procedures for systematic retention, protection, retrieval, transfer and disposal of records
  • Prepare activities reports for guidance of management
  • Maintain contact with customers and outside vendors

Office Management Duties

  • Answer telephone, respond to email, process mail, and greet guests
  • Respond appropriately to each inquiry about Colorado Christian Services adoption services
  • Order and organize office printing supplies, as needed (letterhead, envelopes, etc.)
  • Responsible for sending out monthly tax receipts/thank you letters to individual and church contributors in a timely manner
  • Relationship Management System – Maintain donor database donor communications and monthly / annual tax receipts
  • Assist staff with general typing, filing and miscellaneous paperwork
  • Maintain storage areas
  • Maintain Community Resource Room – Receive and sort children’s clothing donations. Distribute clothing items (and diapers) to clients as requested
  • Assist in renewal of applications for nonprofit organizations
  • Supervise office equipment maintenance

Adoption Program Duties

Interactive Adoption Seminars

        • Prepare and send adoption information packet to prospective adoptive parents
        • Prepare PowerPoint presentation for Seminars
        • Prepare Seminar notebooks
        • Correspond with families attending Seminar, giving the necessary instructions needed to prepare to attend Seminar
        • Prepare agendas and outlines for Seminars

Adoptive Family Files

          • Open appropriate permanent file for each family
          • Prepare paperwork for each file and send to family, as needed
          • Assist caseworker in tracking, maintaining and sending paperwork for each file, as needed
          • Add each family to Record Book and update as needed
          • Close file after Executive Director’s review and maintain permanent Record Book
          • Prepare closed files for scanning and ensure that it is added to the digital file databas

 

Birth Parent Files

      • Prepare paperwork for each file once initial meeting with Colorado Christian Services’ caseworker has occurred.
      • Set up file and record entries in Record Book, updating as needed
      • Close file after Executive Director’s review and maintain permanent Record Book

Annual Reports

      • Complete records and prepare Colorado Department of Human Services Annual Report
      • Complete records and prepare Colorado Christian Services Annual Report

Board Service Duties

  • Prepare monthly adoption reports for board meetings
  • Prepare reports for development activities for board meetings, as needed/requested
  • Type agenda as needed for each meeting
  • Assemble board information packet for each board member

Public Relations / Fundraising Events

  • Assist in coordination, invitation and set-up for all special events and receptions
  • Assist with various agency development activities and fundraising events as assigned

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Receive deliveries, transport through the office and put away in a timely manner
  • Transport boxes up and down the stairs, from the basement to the upper level and vice versa
  • Rearrange furniture (set up rooms) and prepare for events within the office space

This job (position) description is not all inclusive and may be added to verbally or in writing by the job holder’s

supervisor.

Salary and Benefits

Annual salary and benefit package will be commensurate with qualifications and experience.

Application Guidelines

To apply for this position, please submit a packet that includes:

Cover Letter: Describe your specific skills, experience and qualifications to fulfill the job description. Also include in your letter what you believe makes you uniquely qualified to serve the faith-based, adoptive families served through Colorado Christian Services. Also specify your salary requirements.

Résumé: List your employment, experience and education.

Please submit Application materials by email to Elizabeth@ChristianServices.org. Include your name and “Office Administrator” in the subject line. This will be the only acceptable method of submission. No phone calls, please. We appreciate all applications for employment; however, we will only contact those applicants invited for an interview.

To Apply: Elizabeth@christianservices.org