Visa Office Coordinator - Treasury (Visa/Passport Office)

Please be sure to submit a current resume when applying for this position

POSITION SUMMARY

The Visa Office Coordinator provides important services in facilitating the visa application process, passport and authentication services, and providing administrative support to Corporate Services. Responsible for 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, interpersonal skills, and the ability to work as a team member.

COMPENSATION

• Full- time hourly position with benefits


• Remuneration: Grade 5 ($22.67 - $34.01)

BENEFITS

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

SUPERVISOR

Mary Ellen Winegardner

ESSENTIAL JOB FUNCTIONS

• Stay abreast of the latest visa requirements for all countries. 


• Determines necessary paperwork and processes visa applications and passports, ensuring all document and timeline requirements are met.


• Builds and manages electronic case files for each client after providing detailed consultation, considering client’s specific immigration status and the logistic of visa requirements, to maximize efficiency and to prioritize client’s back-to-back travel to multiple countries.


• Initiate regular communication with clients to answer inquiries, track application process and update their visa status via emails and phone calls. 


• Takes professional passport photos and prints in accordance with embassy’s photo specifications.


• Assists with the Authentication and Apostille process as required for legal documents.


•  Work collaboratively with other team members to establish a workable production schedule. 


• Ensure applications and payments are delivered in a timely manner to embassies and other government offices. Update the visa app to reflect the most current information for each application.


• Answers telephone calls – answers visa/passport inquiries and refers to supervisor when necessary.


• Updates and maintains GC Internal Visa/Passport website, includes updating the embassy profile links and review visa requirement sheets for the various countries involved. Reviews instruction sheets for the various countries involved.


• Responsible for driving to and from embassies, courthouses, and federal/state agencies to deliver and pick up required documents, visas, passports, and other materials as an essential function of the position.


• Serves as backup to supervisor during absence and makes independent decisions using prescribed guidelines.


• Required to be on call during evenings and weekends as needed to deal with visa/passport emergencies making sure to record work time.


• Manages/reconciles weekly allotted petty cash.


• Process travel authorizations, credit card statements, and other forms as needed for supervisor.


• May serve as an office notary public.


• Miscellaneous office administrative tasks.


• Must be a member in regular standing of the Seventh-day Adventist Church.


• Must maintain a regular and reliable attendance schedule.


• Other duties as assigned.

QUALIFICATIONS

Education and Experience

• Bachelor’s (BA/BS) degree required. Appropriate successful work experience may be acceptable in lieu of scholastic requirements.


• Three to four years applicable experience needed to gain the skills and knowledge required to perform the job.


• Notary public qualifications preferred.

Knowledge, Skills & Abilities

• Well-developed knowledge of principles, policies, and beliefs of the General Conference and the Seventh-day Adventist Church.


• Ability to maintain neat and orderly work area, and a pleasant disposition in dealing with others. 


• Requires knowledge of up-to date office procedures such as filing, telephone techniques, office equipment (including computer, etc.).


• Strong English language skills (verbal and written forms).


• Ability to perform duties with speed and accuracy without constant supervision.


• Must have the ability to work under pressure and with many interruptions. Position 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.