Administrative Assistant, Our Promise CA State Employees Giving at Work Initiative

Post

Reports to: Director, Our Promise: California State Employees Giving at Work
Department: Resource Development & Marketing
Classification: Non-Exempt, Union
Date: July 13, 2018 

JOB SUMMARY

Provides specialized support services to the Our Promise (OP) team of United Way California Capital Region. Consistently exercises a high degree of initiative, independent judgment and decision making.  Works under minimal supervision. 

EXAMPLE OF DUTIES

  • Ensure all OP customer service policies, processes and systems support and strengthen the strategic objectives of the overall organization
  • Handle OP customer/donor inquiries and complaints, provide appropriate solutions and alternatives within the time limits and follow up to ensure resolution
  • Maintain and support complex databases.  Prepare, enter and review data.  Create reports and extract information.  
  • Arrange and support meetings and presentations between staff, volunteers, donors, committees, agencies, and companies
  • Responsible for the coordination, scheduling, RSVP’s and set-up of meetings, training sessions and functions
  • Provide clerical support by maintaining agendas and meeting packets, taking minutes and updating rosters
  • Knowledge of United Way and OP activities and functions in order to respond to staff, volunteers, donors, agencies, companies, and other customers
  • Compose and process routine documents and correspondence
  • Provide departmental support by developing and maintaining a filing system
  • Provide leadership on administrative projects and special functions as assigned
  • Inform the Leadership Team of issues of importance and controversy related to United Way
  • Perform other project services as assigned

SPECIFIC DUTIES

  • Handle OP customer/donor inquiries and complaints, provide appropriate solutions and alternatives within the time limits and follow up to ensure resolution
  • Provide administrative support for the Our Promise team including taking notes for internal meetings, assisting with team projects, etc.
  • Create mail merges, perform mass mailings, print letters, certificates and other items
  • Prepare and coordinate mailing of Our Promise donor thank you letters
  • Download bi-monthly state donation payment reports, prepare for upload and create payment envelopes in Andar
  • Prepare for OP Leaders United participants with desk preparedness, material printing, etc. 
  • Help submit, print and upload campaign results 
  • Schedule OP trainings and prepare training documents 
  • Lead staff for Nonprofit Outreach Program. Coordination of meetings and presentations.  
  • Prepare check requests and reimbursements for the Our Promise team
  • Provide committee support for the State Leadership Team, PCFD cohort, and other volunteer committees. Includes: meeting scheduling/coordination, RSVP’s, meeting packets, minutes, rosters and room readiness

TYPICAL PHYSICAL ACTIVITIES

  • Communicate with staff, volunteers, donors, agencies, companies and other customers by telephone, email, and in face-to-face, one-to-one or group settings
  • Use telephone, laptop, computer, monitor, mouse, keyboard, printer/copier, calculator and standard office equipment
  • Sit at a desk for extended periods of time
  • File and retrieve documents from a manual filing cabinet
  • Lift and move objects up to 10 pounds such as large binders, boxes, books and small office equipment
  • Have sufficient finger/hand coordination and dexterity to operate and adjust office equipment such as telephone, computer, printer/copier and calculator

EMPLOYMENT STANDARDS

Knowledge of:

  • Current office practices and procedures
  • Problem-solving and time management skills
  • Software applications, including advanced level Windows, Word, Excel, Access and PowerPoint
  • English grammar and usage
  • Safe work practices

Ability to:

  • Proofread and edit grammar, punctuation, spelling and syntax
  • Accurately type 45 wpm
  • Follow verbal and written directions, communicate effectively verbally and in writing
  • Read and understand basic information and transcribe material from handwritten rough drafts
  • Use software applications including Windows, Word, Excel, Access and PowerPoint
  • Utilize and maintain skills on all current computer equipment and standard office machines
  • Establish and maintain effective working relationships with supervisor, volunteers, agencies, vendors and co-workers
  • Learn and perform a variety of office support assignments and prioritize multiple tasks with constant interruptions
  • Work comfortably in a fast-paced office environment

SPECIAL REQUIREMENTS

Must have a California Operator’s license issued by the State Department of Motor Vehicles. Possession and maintenance of a good driving record as evidenced by the absence of multiple or serious traffic violations or accidents for at least a two-year duration and does not contribute to an increase in United Way’s insurance rates.

DESIRED EDUCATION AND EXPERIENCE:

Any combination of education and experience which would likely provide the necessary knowledge and abilities in qualifying.

A typical way to obtain the knowledge and abilities would be:
Completion of the 12th grade or equivalent and a minimum of three years experience in general office practices. 

To apply for this position please email your resume and cover letter to tabitha.angel@uwccr.org Only resumes with a cover letter and resume attached will be considered. No phone calls please.