Jobs and Careers

Part-Time Administrative Assistant

SUMMARY:

The position is responsible for providing basic and advanced administrative support under the direct supervision of the executive director. The position includes secretarial, reception and entry-level transaction processing functions of the United Way of Northern Chautauqua County (UWNCC). Job duties are of a moderate scope and complexity. Knowledge of general office and business practices, Quickbooks and comfort learning new computer software systems are necessary to complete job duties.

The following statements are intended to describe the general nature and level of work being performed.  They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel staffing the position.

RELATIONSHIPS:

Reports to: Executive Director
Subordinate staff: Clerical volunteers and vocational trainees
Other internal contacts: All UWNCC staff, volunteers, and interns
External contacts: Government agencies, various banks, agency representatives, donors, staff of other United Ways, members of the local media and community citizens.

 MAJOR RESPONSIBILITIES/DUTIES:

Planning

  • Office Calendar*
  • All Meetings*
  • Day of Caring*

Meeting Support

  • Contact participants with reminder information
  • Room set up and breakdown
  • Scheduling*
  • Distribute to meeting participants*
    • Meeting notices
    • Agenda
    • Minutes
    • Applicable materials

Volunteer Coordinator

  • Refer interested individuals to not-for-profit organizations for volunteer opportunities
  • Maintain Volunteer Handbook, listing opportunities on www.volunteerwny.org and with 2-1-1 WNY

Accounting Support

  • UWNCC & SEFA pledge processing
  • UWNCC Bills and Billing processing
  • Deposit cash once a month
  • Record bank deposits in Fund Accounting Software*

Campaign Support

  • Maintain campaign records in an organized manner that ensures accuracy
  • Generate mail merges for campaign correspondence including but not limited to:
    • Solicitation Letters
    • Thank-you Letters
    • Receipt of Gifts
  • Prepare Campaign Materials Packages for Volunteer Employee Campaign Coordinators

Office Management

  • Maintain up-to-date and accurate contact information for:
    • Members of the Board of Trustees and Committees
    • Community Partner Contact People
    • The membership of UWNCC
  • Maintain an inventory of office supplies
  • Oversee maintenance of office equipment including but not limited to the copy and fax machines
  • Receive phone calls and greet visitors
  • Sorts, indexes, distributes and files mail, reports, and correspondence
  • Maintain office and staff schedules
  • Task supervisor for clerical volunteers and vocational trainees
  • Minor building maintenance including but not limited to:
    • Spot Cleaning
    • Trash Removal
    • Snow Shoveling
  • Maintain Organization History
  • Maintain UWNCC Policy and Procedure Manual*

Allocations Support

  • Volunteer Recruitment*
  • Agency Application*
  • Volunteer Materials Preparation*
  • Agency Visits and Team Meeting Support*
  • Schedule Funding Agreement Meetings and award letters

Events Coordination

  • Mail out invitations
  • Monitor incoming reservations
  • Organize the location as needed
  • Ensure items necessary are at the event
  • Help with Event Program development*
  • Provide name tags
  • Provide a list of dignitaries in attendance to the master of ceremonies
  • Ensure photos are taken
  • Follow-up on related accounts receivable and payable

Other Duties

  • Submit weekly timesheet
  • Maintain funded program records
  • Distribute the annual report*
  • Maintain solid relationships with other United Way organizations
  • Proofread documents as requested by any team member
  • Assist Executive Director and Operations Officer as requested
  • Any other duties as requested by the Executive Director

*Works directly with Executive Director

REQUIREMENTS/QUALIFICATIONS:

  • An Associates Degree, equivalent professional certification in office management/secretarial skills or at least three years office management experience.
  • At least two years full-time satisfactory experience in an office setting
  • Knowledge of and experience with not-for-profit organizations
  • Proficiency with Microsoft Office and Quickbooks along with a working knowledge of computers
  • Excellent communication skills, verbal and written, in order to deal with customers (internal and external) at all levels
  • Ability to work with minimal supervision
  • Strong organization and time management skills to ensure scheduled deadlines
  • Available anytime Monday – Friday, 8 AM to 5 PM

PERFORMANCE COMPETENCIES AND CRITERIA:

  • Deal effectively with UWNCC staff, volunteers, funded agency personnel, and donors
  • Organize workload, sets priorities and works within deadlines
  • Maintain confidentiality of financial and personal information
  • Shall include factors related to the process of the position, as well as achievement standards related to duties set out in the job description, annual major objectives and special assignments