Secretary

SECRETARY

JOB IDENTIFICATION INFORMATION

Department:            Compassion Operations

JOB SUMMARY

As a Secretary providing first impressions and administrative support at HQ, you will play a crucial role in ensuring the smooth operation of the respective buildings on campus. Your primary responsibility will be to provide efficient and effective administrative assistance to the centers' management and staff. You will be the first point of contact for visitors and clients, representing the centers with professionalism and a welcoming demeanor. Organizational and communication skills will be essential in managing administrative tasks and maintaining a positive work environment.

ESSENTIAL DUTIES AND FUNCTIONS

Front Desk Operations: 

• Greet visitors, clients, volunteers, donors, and partners with a warm and friendly attitude, ensuring their needs are addressed promptly. 
• Manage incoming calls, emails, and correspondence professionally and route them to the appropriate personnel. 

Organization and tidiness: 

• Create a welcoming and hospitable environment by maintaining tidy and organized common areas including the front desks and lobbies, conference rooms, restrooms, break rooms, and workrooms.
• Order restocks of office supplies and snacks for staff within budget allocations. 
• Schedule maintenance as needed. 

Scheduling and Calendar Management: 

• Coordinate appointments, meetings, and client shopping appointments for the center’s staff and clients. 
• Manage calendars, ensuring accuracy and efficient use of time. 
• Coordinate back-up schedule for front desk coverage as needed.
• Preparing all tour displays in Compassion Center’s lobby. 

Administrative Support: 

• Maintain accurate records, databases, and filing systems for GIK, volunteer hours and resource distribution, subject to change. 
• Handle sensitive and confidential information with the utmost discretion. 
• Support the Compassion Operations Teams with general administrative tasks as needed.

Coordination and Logistics: 

• Arrange meetings, conferences, and workshops, including booking meeting rooms and printing materials. 
• Schedule client’s shopping appointments, organize emergency boxes, count minimal diapers, and assist in family market as needed, upon Supervisor’s request. 
• Support the logistics of campus tours. 
• Review the organization’s Bookings system at least once daily to confirm accuracy and completeness of scheduled tours, room use, and client appointments, ensuring seamless coordination and hospitality for all staff and visitors. 
• Maintain effective communication channels within the centers, ensuring timely dissemination of information to staff, clients, and volunteers.

SUPERVISORY RESPONSIBILITIES

• N/A 

REQUIRED EXPERIENCE AND QUALIFICATIONS

• Have at minimum a high school diploma or a GED; additional certification or training in office administration is a plus.
• Proficient in Microsoft Office, specifically Word, Excel, and Outlook. Willingness to learn Raiser’s Edge database program & Microsoft Bookings.
• Strong organizational and time management skills. 
• Ability to handle multiple tasks with accuracy and attention to detail. 
• Familiarity and/or willingness to learn office equipment (printers, fax machines, copiers, etc.)

PREFERRED EXPERIENCE AND QUALIFICATIONS

• Proven experience as a secretary or administrative assistant, preferably in a similar setting

COMPENTENCIES

• Present oneself, both at and outside of work, in a manner keeping with One More Child’s Core Values of Humble, Hungry, Wise, and Called.
• Professional and friendly demeanor, with a strong customer service orientation.
• Strong organizational and time management abilities, with attention to detail.
• Willingness to learn and adapt to new situations and problem solve.
• Demonstrate excellent verbal and written communication skills.
• Proficient in using office software (e.g., Microsoft Office Suite, email, calendars).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Empathy and ability to work with people from disadvantaged, marginalized, or socially excluded backgrounds. 
• Ability to work independently or collaboratively with other team members.
• Availability to work flexible hours based on needs of the position.

SPIRITUAL QUALIFICATIONS

• It is the mission of One More Child to provide Christ centered services to vulnerable children and struggling families. As stated in the Second Amended and Restated Articles of Incorporation, One More Child provides these services in a Christian context consistent with The Baptist Faith and Message (2000). Employees of One More Child commit to live in a manner that is not contrary to this foundational statement of faith.
• Have had a personal conversion experience with Jesus Christ and been scripturally baptized.
• Possess a sense of commitment to ministry through vocation.
• Hold a sincere desire to seek God and His kingdom.
• Demonstrate personal and devotional habits and practices such as Bible study, prayer, and daily meditation.
• Be a member of a New Testament, evangelical Church in the local community and attend regularly.
• Engage in witness activities as a normal part of life.

PHYSICAL DEMANDS

These physical requirements are not exhaustive, and One More Child may add additional job-related physical demands to these if the need arises. Corrective devices may be used to meet these physical requirements.

 While performing the duties of this job, the employee is regularly required to sit and talk or listen. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to walk and reach with hands and arms. Specific vision abilities required by this job include close vision.

This job requires the ability to work in stressful conditions from time to time and remain focused for extended periods of time. Ability to lift up to 30 pounds (boxes, documents, and equipment).

WORK ENVIRONMENT

The work environment describes the conditions that an employee may encounter when performing their job duties, including but not limited to, the essential functions of the position. Reasonable accommodation may be available to enable individuals with disabilities to perform these duties. 

Job functions are performed in a normal office environment.

DISCLAIMER

This job description is not intended to be an all-inclusive list of the requirements of this position, but to describe the general nature of the job and provide a reasonable representation of its activities. Additional related work may be identified and assigned by the organization and included as an area of responsibility while assessing performance.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

One More Child is committed to a workplace environment that encourages growth and respect for all current and prospective employees based upon job-related factors such as their educational background, work experience, and ability to perform the essential functions of a particular job. It is the policy and practice of One More Child to prohibit any form of discrimination or harassment based on statuses protected under federal, state, or local laws which are applicable to the organization. As a religious organization, One More Child provides services in a Christian context consistent with The Baptist Faith and Message (2000). Employees of One More Child commit to live in a manner that is not contrary to this foundational statement of faith.

 CLEARINGHOUSE

In compliance with House Bill 531 (2025), please access the State of Florida's Background Screening Clearinghouse Education and Awareness website: https://info.flclearinghouse.com