Temporary for 8 weeks. 32 hours a week. On site. Mon-Thurs 8:30 to 5:00
This organization serves as a non-profit agency that recruits, trains, and activates community volunteers who advocate for children who’ve experienced abuse and/or neglect and are under the wardship of Child Welfare.
Essential Duties & Responsibilities: This position serves as the first person to interface with volunteers and agency partners, responsible for administrative support for the Executive Director, program support for the Program Manager, development support for the Media and Marketing Manager, and other organizational needs as assigned.
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Administrative support to Executive Director
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Coding Invoices and sending them to bookkeeper
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Pulling invoices from websites, coding, and sending them to bookkeeper
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Troubleshooting with vendors
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Taking minutes at staff meetings
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Grant contract filing and accounting notifications
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Ensure all expenses have a receipt and are submitted to ED for reimbursement
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Manage deposits from Josephine County by e-filing and sending to bookkeeper with coding
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Tracking staff birthdays and work anniversaries for acknowledgement
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Tracking board responsibilities: training, confidentiality, self-assessments, background checks, etc.
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Tracking auto insurance coverage for staff
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Donor database entry and administration
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Microsoft email database management
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Manage incoming/outgoing mail
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Write receipts, accept cash, and non-cash donations
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Make e-deposits daily
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Track in-kind donations and depreciable acquisitions
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Prepare donor acknowledgment letters within one-two days of receipt of funds.
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Support and help organize annual Volunteer Recognition
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Support board activities and meeting room and food arrangements, materials, etc.
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Manage office supplies
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Facilities management coordination—drain and gutter maintenance, parking lot and landscaping maintenance, office cleaning, electrical, plumbing, HVAC.
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Answer phones, program phones, and greet visitors.
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Maintain e-files for payables, grants, donor acknowledgments
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Proven proficiency in Excel, Word, and Microsoft 365, keyboarding at 55 wpm+
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Ability to quickly learn and manage databases
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Strong organizational skills and attention to detail
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Strong multitasking abilities
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Creative problem-solving skills
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Team-oriented: self-directed, ability to work with diverse groups, good sense of humor, ethical
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Ability to maintain a high level of confidentiality
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Highly developed interpersonal skills
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Proactive: ability to organize and prioritize quickly
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Working knowledge of court systems is a plus
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Must be able to pass a criminal and DHS background check
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Maintain a professional attitude and respect for co-workers, volunteers, and board members.
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Promote the agency in a positive manner to fellow staff and the community.
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Encourage teamwork through modeling and cooperative interaction with colleagues, volunteers, community partners, and community members.
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Maintain confidential information concerning the agency, clients, program organizational plans, policies, and strategies.
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Ability to respect and value work styles that differ from your own.
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Ability to follow established policies and protocols.