Administrative Assistant - Development and Community Support

Description

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this description.

Qualifications:               Advanced formal training and experience in business or secretarial skills.  Associates degree or higher preferred. Ability to carry out self-directed responsibilities and supervise/work with others on special projects. Demonstrated computerized word processing and database management and record keeping skills. Prior experience with data entry or willingness to train in Raiser’s Edge. Proficiency in Microsoft Office (Word; Excel; PowerPoint) required. Excellent organizational skills and attention to detail. Ability to meet deadlines while managing multiple projects. Ability to work both independently and in a team. Excellent interpersonal skills.

FLSA Classification:      Hourly, Non-Exempt

Working Conditions / Physical Demands:

Lifting of five (5) pounds frequently required.  Lifting of 25 pounds or less infrequently required.  Periods of bending and reaching required.  Long periods of sitting (up to 90% of the day) required.  Extended periods of working at a computer and repetitive motion with a computer keyboard and mouse routinely required. Must be able to reach and use fingers on a regular basis. Normal hearing and vision required.  Must be able to communicate clearly in English and possess the ability to meet multiple job demands in a busy environment.

Essential Functions of the Job:

Self directed project and task management, with extensive use of computer for maintaining donor records, mailing lists and gift acknowledgements.  The production of materials used in development and community relations and processing of large mailings. The ability to work positively with volunteers in the organization of special events, cultivation of donors and maintaining, greeting guests and visitors and maintaining positive public relations for the agency.

Duties and Responsibilities:

1. Answer Agency telephones and greet visitors.
2. Greet and host Agency guests, visitors, Board members, volunteers and donors, helping to cultivate their interest and support of the Agency and maintaining a positive public image.
3. Primary point person for updating, adding and maintaining donor, member and prospect constituent records in the database.
4. Provide word processing support related to correspondence, reports, materials development or other documents for the Development and Community Resources.
5. Manage and maintain the computerized donor database, mailing lists, files and records in accordance with departmental needs and Agency procedures.
6. Photocopy/duplicate documents for the Department, distributing and filing as necessary.
7. Proofread materials and documents being generated by the Department, ensuring that all such materials being generated are of the highest professional quality.
8. Provide support for WCS Special Events, both in preparation and coordination activities and through attendance and assistance at all such functions.  Be familiar with basic page layout programs for the generation of signs and materials required for events.
9. Maintain records of all donations, both monetary as well as goods and services, and coordinate proper acknowledgements as per Agency procedures and guidelines.  Receive and distribute donated items in accordance with established procedures.
10. Assist in the research, production, assembly and transmittal/mailing of grant proposals and fundraising requests. 
11. Be able to use the Internet as a resource in obtaining information needed for Development and Community relations.  Assist in updating the WCS web site as necessary.
12. Mentor and work directly with students in vocational programs.
13. Maintain a high level of confidentiality regarding donor information.
14. Maintain adequate office supplies, control inventory and order materials as necessary to meet departmental needs and support meetings and special events.
15. Be available to use a personal or agency vehicle to take mailings to the post office, run errands and attend functions in the community.
16. Maintain knowledge of and follow Agency policies and procedures as contained in the WCS Personnel Handbook, WCS Procedure Manual, and departmental manuals.
17. Function as a positive role model for all students and staff at Waterford Country School.
18. Maintain awareness of and sensitivity to the cultural differences present among clients and staff of WCS and ensure that, through both personal interactions and the development and implementation of Agency programs, cultural needs are respected and supported and the delivery of services and staff functioning is free from any form of cultural, religious, racial or sexual insensitivity or bias.
19. Other duties as assigned by the Director of Development and Community Support.

Hourly, Non-Exempt Position