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


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


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. 


  • 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


  • 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


  • 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


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


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.


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 Only resumes with a cover letter and resume attached will be considered. No phone calls please.