Trinity Member and Guest Services Assistant

Job Description

Job Description

Work Direction: The Member and Guest Services Assistant is responsible for the full range of services to members and visitors, as well Trinity United Church of Christ (TUCC) ministry partners.

Basic Function: The Member and Guest Services Assistant is responsible for assisting the member services department with day-to-day operation activities. This includes vital statistics, files, data entry and reporting, return mail, mass mailings, etc. This position is also responsible for providing adequate coverage for the Receptionist area. Additional responsibilities include: receiving, directing, and/or expediting telephone calls to the appropriate Church staff in a timely and efficient manner, greeting and/or providing assistance to parishioners and visitors entering the Church building, and providing clerical assistance to the Church staff, when necessary. This position also performs a variety of duties relative to the receipt and distribution of mail, including the pick up and delivery of outgoing mail to external postal centers and external courier services to the properties of Trinity United Church of Christ.

Duties and Responsibilities:

• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate Church staff and monitors visitor access as appropriate.
• Answers incoming telephone calls to the Church, determines purpose of callers, and forwards calls to appropriate Church staff and/or Department. Takes and delivers messages, when necessary or transfers calls to voice mail when appropriate Church staff is unavailable. As appropriate, answers questions about Trinity United Church of Christ (TUCC) and its ministry and provides callers with general information, e.g., Church address, directions, etc.
• Updates member master file for change of vital statistics and maintains monthly statistics for changes in member status necessary to prepare annual denominational report. Assigns all non-member/recurring visitor giving numbers.
• Functions as liaison for Stewardship Council, Newness of Life Ministry, Deacon Ministry, and any other appropriate TUCC Ministries requiring member information.
• Coordinates with internal staff and outside vendor all mass mailings. These include quarterly and annual contribution statements, Easter/Christmas gleaners and Pastoral messages.
• Ensures that mail is sorted, date stamped and delivered on the day of receipt, maintains a log for priority mail and packages, secures appropriate signature upon delivery, prepares outgoing mail for delivery to postal centers noting any special handling requirements, and affixing correct postage. Reviews all return mail and determine appropriate action.
• Maintains accurate record of postage used by ministry organizations to ensure accurate rebates to the church’s account, monitors postage meter for usage, notifies supervisor to make replacement to ensure availability of postage.
• Sorts and delivers mail to all departments throughout the 400 building and between all Trinity properties located on West 95th Street, including but not limited to the 400, 421, 532, and 1947 West buildings. Receives and distributes mail received via Federal Express and United Parcel Service in a manner commensurate with the urgency of mail sent via this service.
• Ensures that mailroom is maintained in an orderly and well-organized manner and postal regulations regarding the handling of mail are strictly observed.
• Performs other duties as assigned.

Requirements: The incumbent must possess a High School Diploma or GED equivalent, plus four (4) years’ related work experience. The incumbent must demonstrate good interpersonal skills, along with the ability to comprehend and follow written as well as verbal instructions. Typing skills should be at least 40-45 WPM, and the incumbent must possess the ability to function with minimal supervision. This incumbent must also be computer literate with experience utilizing Microsoft Word office suite software, maintain a database and be especially attentive to detail. The incumbent must possess good clerical aptitude, ability to write memorandums utilizing accurate grammar, spelling, punctuation skills, demonstrate legible handwriting, competent verbal communication skills, ability to handle telephone communication in a competent, congenial, tactful, and courteous manner in all communication and interaction with staff, members, or visitors, ability to accurately direct mail and deliver mail. The incumbent must be able to drive and possess a valid driver’s license with an excellent driving record.

Work Schedule: The Member and Guest Services Assistant, shall general work forty (40) hours each week in accordance with the schedule personally arranged, and mutually agreed upon with the Department Manager.

Confidentiality: Confidentiality is a condition of employment. Discretion is a condition of employment. At all times, staff members are to respect the privacy of information about others. Violation of the Code of Confidentiality can result in immediate termination of employment.

Working Conditions: This position works in a clean, well-lighted area. This position is not susceptible to job hazards. Additionally, this position does not require any unusual or excessive physical exertion.