Summary
Description
This job requires a professional demeanor, a positive and friendly attitude, casual yet professional attire; excellent organizational and time management abilities; experience in assisting in a variety of fundraising events; familiarity with volunteers and volunteer supervision; ability to effectively communicate, both verbally and in writing, including a working knowledge of electronic communications (email, social media, websites, etc.); exceptional customer service skills and phone manners; plus the ability to provide key administrative support for the Foundation’s Executive Director and its Board of Directors.
Key Job Requirements
- High-level organizational, interpersonal and communication skills (both verbal and written).
- Ability to work independently and make good decisions.
- Top-notch and courteous customer service skills in dealing with donors, vendors, Board members and the general public.
- Excellent writing and proofing skills.
- Familiarity in working with and organizing volunteers.
- Some experience with special event planning.
- Ability to meet deadlines and handle stressful situations in a productive manner.
- Excellent computer skills, including competency with Microsoft Office Products and added computer software.
- Working knowledge of electronic event ticketing, electronic volunteer sign-up and scheduling.
- Database experience (eTapestry, Blackbaud, etc.)
- Knowledge of remote meeting access (Teams, Zoom, etc.)
- Knowledge of office equipment (computers, telephones, copiers, etc.)
- Minimum of a two-year college degree or relevant experience.
- Three to five years non-profit experience.
- Able to: sit, stand, bend, walk, drive a motor vehicle and – on occasion – lift between 25-35 lbs.
- Must have a valid drivers’ license.
- Sense of humor required!
Bonus Job Skills
- Ability to use graphic design software, such as Canva or InDesign.
- Working knowledge of social media (Facebook, Twitter, Instagram).
- Working knowledge of WordPress (website management).
Essential Job Functions
Provides administrative support to the Executive Director through the organization of tasks and schedules; receives and screens mail, telephone calls, and visitors; sorts and processes incoming documents; works directly with outside vendors to acquire office supplies, services and equipment; records and distributes meeting minutes; researches and answers inquiries; drafts and prepares timely documents, reports, mailing lists and correspondence; and maintains very organized electronic and hard copy files.
Provides administrative support to the Foundation’s Board of Directors: prepares, assembles and distributes hard copy and electronic materials to the Board on behalf of the Executive Director; prepares announcements of Board meetings in a timely manner and ensures that announcements are distributed and posted widely for public information; coordinates, schedules and prepares set-up and break down of Board Meetings, including providing refreshments; attends Board meetings, taking, composing and distributing minutes; and maintains a file of official meeting minutes.
Handles routine entries and queries in eTapestry database. Is responsible for updating database information and generating mailing lists, compiling and entering volunteer hours and problem solving computer/printer/phone issues in collaboration with outside vendors.
Works with Executive Director and a contract employee to create timely and appropriate messages on social media. Also helps to produce announcements and updates on the Foundation website. The Office Coordinator MAY also be asked to produce simple graphic designs and layouts for online announcements, event invitations, etc., using Canva, InDesign or other graphic software.
General Operations
- Serve as liaison to the general public (responding to phone calls, emails, letters, etc.).
- Assist in the receipt of book donations; collecting and recording donor information
- Logging in cash and in-kind donations, managing the donor database
- Assist bookkeeper in managing and monitoring contributions and petty cash
- Collecting and distributing the daily mail
- Ordering office supplies; overseeing maintenance of office equipment
- Database management; generating database reports and mailing/emailing lists
Accounting
- Tracks and records contributions (from individuals, corporations and foundations, gifts in-kind, sponsorships, memorial donations, etc.).
- Prepares gift and sponsor/donor acknowledgements (letters, emails).
Whale’s Tale Gift & Book Shop
- Work with Bookstore Manager to help ensure that Gift Shop volunteers have necessary supplies (labels, stickers, signage, receipts, etc.)
Used Book Sales
- When needed, assist the contract Volunteer & Events Coordinator in producing JCLF’s semi-annual Whale of a Used Book Sales (held at the Jefferson County Fairgrounds).
Fundraising/Solicitation
- Assist in fundraising and Friends events as assigned, to include: fielding phone calls and collecting ticket fees and donations via phone and online; creating guest lists; organizing seating assignments; assisting in solicitations of prizes/giveaways and auction items; assist Volunteer Coordinator in organizing volunteer efforts (for event registration, decorations, set-up/clean-up, etc.)
- Generate invoices/correspondence to event sponsors and vendors.
- Oversee ticket/table sales and generate electronic reports/monitor sales.
- MAY include design of collateral event materials (hard copy invitations, print programs, save-the-date cards, etc.)
Communications
- Assist in coordinating social media, web updates and web postings with Executive Director and social media contractor.
- Assist in preparing the Footnotes print and online newsletter, the annual report and the annual appeal.
- MAY be asked to assist in designing hard copy event invitations, call for volunteers, direct mailings, etc.
- Prepare information packets/press kits.
- Calling for bids on print materials and mailings.
- Preparation of correspondence (thank-you letters, acknowledgements, etc.)
- Ability to send out mass emails to volunteers, donors and supporters using MailChimp, Constant Contact, eTapestry, etc.
- Ability to transcribe comprehensive notes/minutes at bi-monthly Board meetings and (as needed) at Committee meetings.
Work with the Executive Director and the Volunteer & Events Coordinator to help produce the Friends Annual Meeting (each spring) and the annual Volunteer Appreciation Luncheon (July): collaborate with special events committees, maintain RSVP list, produce nametags, assist with decorations/giveaways and other duties as assigned.
Provides administrative support to the Friends Council (when needed).
PAY AND BENEFITS:
This is a part-time, hourly position (30 hours per week; Tuesday through Friday morning or can be a flexible schedule). Starting pay is $22 per hour, No Benefits, but a generous PTO allowance.
On occasion, some evening and weekend work may be required.
TO APPLY:
Send a cover letter and resume, along with one writing sample, via email to the Jefferson County Library Foundation, jo@jeffclf.org. No phone calls, please.
