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Job Description
Position Description Camp and Retreat Ministries (CRM) Holston Conference of the
United Methodist Church Position Title:
Office Manager Supervisor:
Camp Director Location:
Camp Wesley Woods, Townsend, TN Position Type:
Full Time Exempt Purpose and General Description of Job:
The Camp Wesley Woods Office Manager is the first-line person for all client interfaces. They should be a role-model of Christ's Love in all interactions. Their speech should be tempered with grace and mercy. They are responsible for the directing, booking, billing, and follow-up for rental groups; paperwork, payroll, office assistance and general help for full-time and seasonal staff; and manage the general needs of the office including supplies, maintenance, accounts payable, billing, organization and logistics. The Office Manager's office presence is required on site Tuesday - Friday during the off-season from 9am-5pm. This person will be available by phone during business hours. This person will be required to be in the office Sunday afternoons during Summer Camp Check-In.
Essential Functions:
1. Be a role-model in Christian Discipleship. 2. Be present in the office during business hours. Manage day-to-day office activities. Be the "front-line" person at camp, answering calls and helping people have a positive first interaction. 3. Book and Manage Rental Groups. 4. Duties related to the assistance & support of the CWW full time & seasonal Staff. 5.
General Office Duties:
a. Manage accounts receivable and payable b. Manage summer camp scholarship program c. Keep insurance claims and records d. Process payroll e. Aid with annual fundraising activities
Minimum Requirements:
Skills/Knowledge:
Must be knowledgeable and skilled in customer service, using computers and common software, operating office equipment, maintaining bookkeeping records, answering telephones and preparing general office correspondence. Strong organizational skills and attention to detail are required.
Experience/Education:
At least two years of general office experience. Previous experience at camp is recommended. Detail of Essential Functions 1) Be a role-model in Christian Discipleship. ExhibitChrist's Love at all times with clients & exemplify Grace and Mercy in interactions with Clients and other Staff. Actively pursue their walk with God. a) Interact lovingly and kindly with staff and clients, understanding that everyone makes mistakes. c) Be actively engaged as a Christian by regularly attending worship and participating in other church /para-church related activities 2) Be present in the office during business hours. Manage day-to-day office activities a) Maintain regular office hours: 9am-5:00pm b) Maintain stock of office supplies and order as necessary c) Maintain cleanliness and organization of office d) Answer phone, assist callers, and deliver messages as needed e) Assist other staff with printing, mailing, and other needs f) Maintain presence on Social Media outlets. Support other staff with this as well. 3) Book and Manage Rental Groups. a) Book groups and enter them on the calendar b) Book Volunteer and Service groups, enter them on the calendar. Coordinate staff. c) Collect deposits d) Communicate with the appropriate staff members regarding: meals, special needs, programming, etc… e) Call groups with final confirmation one week before arrival on camp. f) Prepare all On-Call Materials g) Pursue billing, feedback, thank you and follow-up with re-booking for future year once all fees are collected. h) Prepare reports and submit them to the CRM office and CWW Board of Trustees. 4) Duties related to the assistance and support of the CWW full time and seasonal Staff. a) Assist with paperwork as needed. b) Assist Director with Calendar coordination, ie setting up meetings and making calls. c) Prepare & process paperwork for full-time and seasonal staff d) Assist Staff with help as needed such as making calls, making copies, etc. e) Take messages, assist callers as needed. f) Maintain the office when other staff members are needed outside of the office. g) Assist staff with printing, mailing, & other needs h) Assist other staff with the Store as needed. i) Specific duties related to
Seasonal Staff:
i) Send out application materials ii) Maintain files for application materials received iii) Send out employment paperwork iv) Create employee files v) Collect and keep records of mission support funds 5)
General Office Duties:
a) Manage accounts receivable and payable i) Maintain record of all accounts payable, complete and submit accounts payable requisitions to Conference Office and resolve issues with accounts payable ii) Process donations, submit deposits to the conference office and acknowledge receipt iii) Maintain check book and complete and submit petty cash vouchers to conference office b) Manage summer camp scholarship program i) Provide scholarship applications and information as requested ii) Maintain records of scholarship funds c) Keep insurance claims and records i) Maintain incident/accident report files ii) Submit paperwork and maintain records of those going for outside treatment iii) Submit paperwork and maintain records on workers comp claims d) Process payroll i) Collect timecards, tabulate hours and resolve discrepancies ii) Enter and submit payroll data iii) Receive and distribute paychecks 6) Help with other camp duties as needed.
Physical Effort and Dexterity Requirements:
Candidates whose disabilities make them unable to meet these requirements will still be considered fully qualified if they can perform the essential functions of the job with reasonable accommodation. •
Sitting:
Often •
Lifting:
Average •
Standing:
Average •
Bending:
Infrequent •
Stooping:
Average •
Crawling:
Infrequent •
Climbing:
Infrequent •
Driving:
Average Visual Acuity, Hearing, and Speaking:
Candidates whose disabilities make them unable to meet these requirements will still be considered fully qualified if they can perform the essential functions of the job with reasonable accommodation. •
Visual Acuity:
Average:
able to read computer screen, paperwork •
Hearing:
Average:
able to hear phone conversations and normal speech •
Speaking:
Grammatically adept, well developed communication skills
Environment and Scheduling:
The primary work environment is on the mountainous camp site, property, office, and with ministry participants and staff. Often, participation in evening meetings and camp events, and weekend camp events. This job description does not list all the duties of the job. You may be asked by supervisors or managers to perform other duties. You will be evaluated in part based upon your performance of the tasks listed in this job description. The employer has the right to revise this job description at any time. The job description is not a contract for employment, and either you or the employment may terminate employment at any time, for any reason.
