Position Title: Receptionist/Operations Assistant
Reports To: Deputy Executive Director IRP+
Team: Immigration & Refugee Program
Location: New York, NY
Status: Non-Exempt, Bargaining Unit
Church World Service (CWS) is a not-for-profit organization working to eradicate hunger and poverty and to promote peace and justice around the world. To help build and maintain a diverse team, CWS actively seeks candidates from a wide variety of backgrounds. We do not discriminate on the basis of race, color, creed, sex, sexual orientation, gender identity, religion, national origin, age, ancestry, disability, use of a guide or support animal, veteran status, or any other basis prohibited by applicable law.
Please visit the link below to apply directly online to this position.
The Receptionist/Operations Assistant serves as the primary contact for visitors and clients at CWS Corporate Center. Answers telephone, determines nature of call and routes the call to the proper destination. Performs duties related to maintaining office operations. Provides clerical support for IRP Legal Services.
- Greets and assists visitors and business callers.
- Maintains a daily log of all visitors and clients. Ensures that seating areas are supplied with appropriate promotional materials.
- Answers telephone calls to CWS New York Corporate Center, relays incoming caller to appropriate person
- Schedules appointments for clients seeking legal services from CWS Corporate Center.
- Ensures that clients complete basic paperwork upon arrival.
- Handles payments for CWS Immigration Services.
- Provides interpretation and translation services as requested for legal services program.
- Upon request, sets up meetings with external partners. Provides general administrative support such as copying, faxing and filing.
- Coordinates food services for meetings when requested.
- Coordinates building service needs with The Interchurch Center and in responsible for the communication with CWS staff of building alerts and plans.
- Serves as on-site liaison for office renovations, furniture purchases, and building issues.
- Works with new staff in securing necessary building identification and entry passes.
- Assigns available CWS parking spaces in the Interchurch Center.
- Handles the sorting, routing, and delivering of incoming mail and packages.
- Prepares outgoing mail and package shipments for pick-up, along with maintaining appropriate records.
- Prepares usage report for office telephones, copiers and postage.
- Monitors copiers and fax machines assuring adequate paper and toner.
- Monitors other equipment such as coffee machine, water cooler etc. assuring proper usage, supply and payment.
- Assign staff codes for copiers/faxes and provides training on usage of this equipment.
- Ensures all copiers, fax machines, coffee-makers and postage machines are working. Arranges for service, if necessary.
- Provides assistance in setting up and breaking down meeting rooms.
- Monitors facility maintenance and orderliness and coordinates repairs and cleaning as needed.
- Works with Interchurch Center on cubicle tear down and setting up.
- Orders supplies for CWS Headquarters and stocks and maintains centralized supply room.
- Performs other related duties as requested.
Must be fluent in both English and Spanish, possessing strong writing skills in both languages.
Graduation from High School or GED, supplemented by two years of training in a business school or a degree in business administration, or five years of work experience preferably in an immigration related office environment.
Experience performing varied secretarial duties in an office environment, preferably immigration related, using MS Word, Excel, and database applications.
Communications: Listen carefully to assure clear understanding of instructions and requests. Communicate a positive, professional image of CWS, demonstrating respect, empathy and integrity. Ask appropriate questions in seeking explanations needed to perform job. Support “transparency of information” by sharing information and ideas with others to support effective performance. Understand staff roles and procedures and prepare standard reports to track job progress or activities. Recognize the particular needs of partners and use established channels to respond to those needs. Understand and is able to use appropriate technology to communicate with others inside and outside CWS. Respect and maintain confidentiality of sensitive information within parameters defined by supervisor and/or CWS policy.
Constituent Relationships: Understand who stakeholders are and be responsive to their needs. Facilitate interactions and serve as a resource in relations with stakeholders. Recognize and be sensitive to issues of concern to stakeholders. Recognize and be sensitive to cultural, ethnic and religious issues.
Job Knowledge: Understand the mission and values of CWS and faith-based organizations and how they apply to their work and relationships with others. Understand the work performed and how it supports CWS in achieving its goals. Understand how to work multiculturally with sensitivity and integrity. Able to use and willing to expand learning of applications or technology to perform job duties. Maintain and improve the skills and knowledge needed to be effective in performing job responsibilities. Follow CWS policies and procedures in carrying out work activities.
Leadership: Take responsibility for performance of own job duties. Model behaviors that are consonant with the mission and values of CWS in work activities and relationships. Demonstrate sound judgment in performing all duties. Recognize and use individual strengths to enhance work performance. Recognize areas of weakness and seek assistance to improve performance. Take initiative within area of responsibility. Respect the skills, needs and schedules of others in performing assigned duties and responding to others. Contribute ideas for implementing CWS’s vision and strategic plan.
Problem Solving: Recognize routine problems, gather data and work through them thoroughly and effectively. Know whom to consult for assistance in solving non-routine problems. Exercise creativity in resolving problems and trying new ways of doing things. Know how and when to apply technical solutions to problems. Share results of problem solving experiences with others. Remain flexible in responding to organizational priorities.
Program Planning and Management: Anticipate work flow and take proactive steps to balance work priorities. Understand the desired outcome of assigned work and how it supports CWS’s work. Identify the resources and assistance needed to complete work assignments and make sure they are on hand. Complete routine assignments on time, making sure finished products are accurate and of expected quality. Contribute ideas to effectively implement program plans and activities. Keep others informed of work progress and any problems encountered. Take initiative and complete independent work projects. Understand organizational priorities and respect time sensitivity of work performance. Assist others to complete priority work, or step in to handle work in their absence.
Resource Building and Stewardship: Recognize resource building potential in all interactions and be responsive and professional in providing information. Use financial and material resources provided by CWS to their best advantage, including business equipment and supplies. Demonstrate concern for natural resources in carrying out work activities. Make the most of own time and resources to maximize stewardship to CWS. Respect one another and relationships with staff, supervisors and managers.
Teamwork: Understand what a team is and what it does. Demonstrate a willingness to work on a team. Understand own role on the team and how it fits in to the overall results to be produced. Contribute skills, knowledge and ideas to team discussion and work. Accept accountability for assignments made within the team and for producing results on time. Keep team leader and members informed of work status. Demonstrate awareness of what other teams do and how their work affects own team. Recognize and respect the importance of work performed by colleagues. Understand organizational priorities and is willing to set aside own tasks to assist others to complete high priority tasks.
Computer literacy, including word processing and excel, database and internet applications.