What are the responsibilities and job description for the Administrative Assistant (Temporary) position at Opportunity Council?
DETAILED SUMMARY:
The Administrative Assistant provides administrative support to the executive team. Works directly with the donor database and supports community outreach and fundraising activities. Handles sensitive issues with tact and diplomacy and maintains confidentiality using discretion.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
1. Maintains the agency donor database, including recording donations, entering volunteer hours, updating donor files, creating and processing
acknowledgement forms and thank you letters in a timely manner, acts as a lead contact for donors and other community inquiries.
2. Reconciles monthly donations with fiscal records.
3. Creates donation reports, including monthly reports for agency directors, and other reports as requested.
4. Helps tracks, gathers and maintains media coverage records
5. Works with administrative staff to support mailings, including newsletter and campaign mailings, as needed.
6. Supports the agency’s fundraising and community outreach events as needed.
7. Assists with the agency’s social media content.
8. Assists with managing the content and design for Opportunity Council public and internal websites.
9. Provides backup support for front reception desk
10. Provides backup support for Board of Directors meetings agendas and minutes and agency documents that need to be signed by
the executive director and/or board of directors.
BILINGUAL POSITIONS ONLY:
Specialize in providing services to clients and families who speak a language other than English as a primary language. May occasionally be asked to support with translating/interpreting a language other than English to assist potential or current clients.
OTHER RESPONSIBILITIES:
1. Organizes and assures timely completion of projects as assigned.
2. Participates in agency grant reporting as needed.
3. May provide notary services as needed.
4. Performs other related duties as required.
EDUCATION, EXPERIENCE, TRAINING REQUIREMENTS:
1. Must be proficient in word processing, spreadsheets, and database applications.
2. If hiring for a bilingual position. Must be able to speak, read, and write with proficiency and fluency in the required language.
SKILLS AND ABILITIES REQUIRED:
1. Must have excellent organizational skills; ability to support systems that ensure audit compliance.
2. Ability to maintain confidentiality and work with sensitive issues.
3. Ability to follow methods, procedures, or systems necessary for required information gathering and reporting within required deadlines.
4. Communication/interpersonal skills.
5. Time management/planning skills.
6. Writing skills; ability to record and provide written reports of meetings.
7. Proof reading skills.
8. Ability to maintain accurate and complete records.
9. Ability to prioritize work in order to meet deadlines.
10. Proficiency in Microsoft Word, Excel spreadsheet, and database data entry.
WORKING CONDITIONS:
Work is performed in a fast–paced office environment with frequent interruptions and occasional crisis situations. Travel also includes attending local and statewide level meetings. Majority of work centers on client services and procedures that require a high degree of confidentiality, tactfulness and respect for clients from a diversity of economic and ethnic backgrounds. All job duties are completed while following current Opportunity Council COVID-19 safety guidelines.
The Administrative Assistant provides administrative support to the executive team. Works directly with the donor database and supports community outreach and fundraising activities. Handles sensitive issues with tact and diplomacy and maintains confidentiality using discretion.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
1. Maintains the agency donor database, including recording donations, entering volunteer hours, updating donor files, creating and processing
acknowledgement forms and thank you letters in a timely manner, acts as a lead contact for donors and other community inquiries.
2. Reconciles monthly donations with fiscal records.
3. Creates donation reports, including monthly reports for agency directors, and other reports as requested.
4. Helps tracks, gathers and maintains media coverage records
5. Works with administrative staff to support mailings, including newsletter and campaign mailings, as needed.
6. Supports the agency’s fundraising and community outreach events as needed.
7. Assists with the agency’s social media content.
8. Assists with managing the content and design for Opportunity Council public and internal websites.
9. Provides backup support for front reception desk
10. Provides backup support for Board of Directors meetings agendas and minutes and agency documents that need to be signed by
the executive director and/or board of directors.
BILINGUAL POSITIONS ONLY:
Specialize in providing services to clients and families who speak a language other than English as a primary language. May occasionally be asked to support with translating/interpreting a language other than English to assist potential or current clients.
OTHER RESPONSIBILITIES:
1. Organizes and assures timely completion of projects as assigned.
2. Participates in agency grant reporting as needed.
3. May provide notary services as needed.
4. Performs other related duties as required.
EDUCATION, EXPERIENCE, TRAINING REQUIREMENTS:
1. Must be proficient in word processing, spreadsheets, and database applications.
2. If hiring for a bilingual position. Must be able to speak, read, and write with proficiency and fluency in the required language.
SKILLS AND ABILITIES REQUIRED:
1. Must have excellent organizational skills; ability to support systems that ensure audit compliance.
2. Ability to maintain confidentiality and work with sensitive issues.
3. Ability to follow methods, procedures, or systems necessary for required information gathering and reporting within required deadlines.
4. Communication/interpersonal skills.
5. Time management/planning skills.
6. Writing skills; ability to record and provide written reports of meetings.
7. Proof reading skills.
8. Ability to maintain accurate and complete records.
9. Ability to prioritize work in order to meet deadlines.
10. Proficiency in Microsoft Word, Excel spreadsheet, and database data entry.
WORKING CONDITIONS:
Work is performed in a fast–paced office environment with frequent interruptions and occasional crisis situations. Travel also includes attending local and statewide level meetings. Majority of work centers on client services and procedures that require a high degree of confidentiality, tactfulness and respect for clients from a diversity of economic and ethnic backgrounds. All job duties are completed while following current Opportunity Council COVID-19 safety guidelines.
Benefits@Opportunity Council
Opportunity Council offers the following benefits to eligible employees:
- Paid health leave earned on an accrual basis
- Employer-paid holidays
403(b) retirement plan (5% employer contribution)
Opportunity Council is a private, non-profit Community Action Agency serving homeless and low-income families and individuals. Our mission is to help people improve their lives through education, support, and direct assistance while advocating for just and equitable communities. For over 50 years we have offered a broad scope of services that range from addressing immediate and crisis-oriented needs (food, emergency shelter, eviction-prevention) to longer-term programs that promote self-sufficiency in our community (early childhood education, home weatherization). For more details, please visit our website at https://www.oppco.org.
