Office Coordinator - Treasury​/Passport Office

Description

The Visa Office Coordinator provides important services in facilitating the visa application process, passport and authentication services, and providing administrative support to Corporate Services. Responsibilities include managing visa and passport applications, authentication services, coordinating with external agencies, and ensuring compliance with various immigration regulations. Requires a valid driver’s license, acceptable driving record, well‑developed keyboard/computer skills, high levels of tact and interpersonal skills, and the ability to work as part of a team.

• Full‑time hourly position with benefits
• Remuneration:
  Grade 5 ($22.67 – $34.01)

Hourly employees are eligible for benefits including health insurance, paid time off, and retirement savings plans, with eligibility based on hours worked.

Mary Ellen Winegardner

• Stay abreast of the latest visa requirements for all countries.
• Determine necessary paperwork and process visa applications and passports, ensuring all document and timeline requirements are met.
• Build and manage electronic case files for each client after providing detailed consultation, considering the client’s specific immigration status and visa logistics, to maximize efficiency and prioritize client travel.
• Initiate regular communication with clients to answer inquiries, track application process, and update their visa status via email and phone.
• Take professional passport photos and print them in accordance with embassy specifications.
• Assist with authentication and apostille processes for legal documents.
• Work collaboratively with other team members to establish a workable production schedule.
• Ensure applications and payments are delivered to embassies and other government offices in a timely manner and update the visa app with current information.
• Answer telephone calls – address visa/passport inquiries and refer to supervisor when necessary.
• Update and maintain the GC Internal Visa/Passport website, including embassy profile links and visa requirement sheets.
• Drive to and from embassies, courthouses and federal/state agencies to deliver and pick up required documents, visas, passports, and other materials.
• Serve as backup to supervisor during absence and make independent decisions using prescribed guidelines.
• Be on call during evenings and weekends as needed to handle visa/passport emergencies and record work time.
• Manage and reconcile weekly allotted petty cash.
• Process travel authorizations, credit card statements, and other forms as needed for supervisor.
• May serve as an office notary public.
• Perform miscellaneous office administrative tasks.
• Must be a member in regular standing of the Seventh‑day Adventist Church.
• Maintain a regular and reliable attendance schedule.
• Other duties as assigned.

• Bachelor’s (BA/BS) degree required. Relevant work experience may be considered in lieu of the degree.
• Three to four years of applicable experience needed to gain the required skills and knowledge.
• Notary public qualifications preferred.

• Well‑developed knowledge of principles, policies, and beliefs of the General Conference and the Seventh‑day Adventist Church.
• Ability to maintain a neat and orderly work area and a pleasant disposition in dealing with others.
• Sound knowledge of up‑to‑date office procedures such as filing, telephone techniques, and office equipment (including computer).
• Strong English language skills (verbal and written).
• Ability to perform duties with speed and accuracy without constant supervision.
• Capability to work under pressure and with many interruptions; requires keyboard speed and accuracy.
• Must be able to operate a vehicle.
• Absolute confidentiality required at all times; knowledge of church employment policies and practices helpful.