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 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 Access. Is responsible for updating database information and generating mailing lists, compiles and enters volunteer hours and problem solves computer/printer/phone issues in collaboration with JCPL’s IT department.
Works with Executive Director and a contract worker to create timely and appropriate messages on social media (Facebook and Instagram). Also helps to produce blogs, 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 or other graphic software.
- 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 petty cash
- Collecting and distributing the daily mail
- Ordering office supplies; overseeing maintenance of office equipment
- Tracking and recording volunteer hours
- Database management; generating database reports and mailing/emailing lists
- Tracks and records contributions (from individuals, corporations and foundations, gifts in-kind, sponsorships, memorial donations, etc.).
- Prepares gift and sponsor/donor acknowledgements (letters, emails).
- As needed, and in assistance to the bookkeeper, make weekly bank deposits.
Friends Gift & Book Shop oversight (the Gift Shop is located in the Belmar Library)
- Serve as the Foundation’s point of contact for gift shop volunteers.
- Recruit, schedule, and oversee the training of at least 24 volunteers for 6 day operation.
- Develops and maintains a key corps of volunteers who assist in merchandising, pricing, training, buying and financial reports.
- Review training and book pricing guidelines annually.
- Along with the Friends Council President, serve as a buyer for gift inventory; 2-3 annual trips to Denver Merchandise Mart with majority of buying at the Gift expos in February and August.
- Conduct phone and online orders and payments.
- Assess and purchase gift shop supplies.
- Organizes merchandising and display of books and gifts; plans quarterly promotions.
- Cash handling; review weekly financial reports.
- Provides backup to volunteers in all aspects of the Gift Shop including opening and closing the shop, sorting/pricing donations, weekly bookkeeping, promotional activities. Provides assistance to the JCLF bookkeeper, as needed, for weekly sales deposits.
Used Book Sales
- Assist the contract event planner in producing JCLF’s semi-annual Whale of a Used Book Sales (held at the Jefferson County Fairgrounds).
- Assist in organizing the Friends-only Preview Night (prior to each public sale); may include ordering up or soliciting food/beverage donations, scheduling volunteers, event set-up and clean-up, etc.
- Assist in producing JCLF’s smaller used book sales throughout the year, including: March Madness and two November/December Holiday Book Sales.
- Assist in all fundraising and Friends events as assigned, to include: fielding phone calls and collecting ticket fees via phone and online; creating guest lists; organizing seating assignments; assisting in solicitations of prizes/giveaways and auction items; coordinating 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.
- Creation/design of collateral event materials (hard copy invitations, print programs, save-the-date cards, etc.)
- Assist in social media, web updates and web postings as needed.
- Assist in preparing the Footnotes print and online newsletter.
- Ability to send out mass emails to volunteers, donors and supporters using MailChimp, Constant Contact, eTapestry, etc.
- Ability to take down and transcribe comprehensive notes/minutes at monthly Board meetings and (as needed) at Committee meetings.
Works with the Executive Director to produce the Friends Annual Meeting (January/February) and the annual Volunteer Appreciation Picnic (July): collaborates with the committee, schedules event volunteers, maintains RSVP list, produces nametags, coordinates decorations and arranges for event entertainment, creates agenda, and other duties as assigned.
Provides administrative support to the Friends Council and the Friends’ Membership Committee, as needed, by helping to arrange meetings, develop agendas and take notes as necessary.
Provides backup to Council secretary in his/her absence. Serves as liaison between Friends and appropriate Library staff such as PIO, graphics and IT.
Becomes fluent in operation of eTapestry database and available to create reports and generate other information on request of the Council and Foundation.
Key Job Requirements
- Professional organizational, interpersonal and communication skills (both verbal and written).
- Ability to work independently; good decision making abilities.
- Top-notch and courteous customer service skills in dealing with donors, vendors, Board members and the general public.
- High-level writing and proofing skills.
- Familiarity in working with and organizing volunteers.
- Experience with special event planning.
- Ability to meet deadlines and handle stressful situations in a productive manner.
- Good computer skills, including competency Microsoft Office Products, Access database and added computer software.
- Working knowledge of social media (Facebook, Twitter, Instagram, etc.), electronic event ticketing and knowledge of WordPress (website management).
- Database experience (eTapestry, Blackbaud, etc.)
- Abilities with graphic software, such as Canva or InDesign.
- Minimum of a two-year college degree or relevant experience.
- One to five years non-profit experience.
- Able to: sit, stand, bend, walk, drive a motor vehicle and – on occasion – lift between 25-35 lbs.
Interested individuals are asked to submit a cover letter, resume and writing sample via email to email@example.com. No phone calls, please.