Volunteer and office administrator
|
applications due by March 15th |
Position Title: Volunteer & Office Administrator, Care Fresno Inc.
Hours: 15 hr/wk
Compensation: Based on Experience.
SUMMARY
Reporting to the Executive Director (ED), the Volunteer & Office Administrator plays a critical role in overseeing and
ensuring communication with donors, board members, vendors, and all Care Fresno volunteers. They are responsible for HR
functions, financial tracking, and other office needs. This position also oversees volunteer management and retention.
VOLUNTEER MANAGEMENT
● Orient, equip, and develop volunteers to serve in Care Fresno communities according to their passions and interests.
● Ensure all volunteers and interns are background-checked and approved.
● Maintain a database and regular communication with Care Fresno volunteers via check-ins, exit interviews, etc.
HUMAN RESOURCE MANAGEMENT
● Update Employee handbook and create Employee Resource Guides.
● Process new hire paperwork including new hire orientation.
● Create Google email accounts for new hires.
● Review and submit timesheets for payroll.
● Order and post Employee Labor Law posters and documents.
FINANCIAL DUTIES/FUND DEVELOPMENT
● Prepare bank deposits.
● Track online donations and submit them to the bookkeeper.
● Submit receipts and reimbursements to the bookkeeper and file scanned copies.
● Prepare Invoices for Mission Care Residents’ fees and bill Mission Care Residents for apartment utilities such as
PG&E.
● Prepare monthly donation reports (individual, monthly, and YTD) for Executive Director and Core Staff.
ADMINISTRATIVE TASKS
● Administrative support to the Executive Director and assist program staff as needed, including preparation of
program curriculum.
● Welcomes guests by greeting them in person or on the telephone; answering or directing inquiries.
● Answering and directing Care Fresno email info@carefresno.org.
● Pick up and process mail twice weekly.
● Assist Board with monthly meetings: i.e. email reminders, reserve conference room, ready the room, take board
minutes, and update board documents.
● Maintain office equipment such as shared network printers.
● Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies,
shopping, or placing orders for supplies, verifying receipt of supplies.
COMMUNICATION
● Utilize graphic design platforms to develop/create designs for communication purposes (i.e. newsletters, annual
reports, emails, etc.).
● Write and design donor communications and newsletters (i.e. monthly letters, end of the year donation letters,
etc.)
● Ensure a consistent brand and message is being conveyed across communication venues.
GENERAL
● Send monthly news and support letter to a donor base of at least 30 names for the purpose of raising $500 monthly
in Care Fresno general support. Maintain a file of said letters and continue relationship (personalized thank you
letters, coffee meetings, etc.) with personal donor base.
● Professionally represent Care Fresno in the community.
● Develop a knowledge management system (such as Google Drive and Asana) that ensures maximum sharing of
information and learning throughout the organization.
● Participate in performance evaluations.
● Ability to attend some community events in the evenings and/or on the weekends.
● Be available to assist in Mission Care trainings and events as needed.
QUALIFICATIONS
To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill, and/or ability required.
● High-School Diploma and some college education.
● Bachelor’s degree ( or degree in progress) in a related field preferred.
● History of working with youth and/or urban ministries preferred.
● Applicants must be at least 18 years of age and be a U.S. citizen or have a Permanent Resident status.
● Possess a valid CA Driver’s License, insurance, and/or have reliable transportation.
● Able to pass a fingerprinted background check.
● Highly organized with a flexible approach to problem-solving.
● A successful track record in setting priorities, a thorough understanding of project management and the ability to
meet deadlines and goals.
● Understand and exemplify that the goals of the team take precedence over personal agenda.
● Excellent communication, writing and editing skills; bilingual preferred but not required.
● An ability to balance, negotiate, and work with a variety of internal and external stakeholders.
● Computer and typing skills with proficiency in Microsoft Word, Excel and mail merge functions. Familiarity with
Google features such as Gmail, Drive, and Calendar preferred.
● Personal qualities of integrity, credibility, confidentiality and a shared commitment to Care Fresno’s mission and
Statement of Faith.
For more information contact Randy Mewhirter at randy@carefresno.org or
(559) 473-4746
Hours: 15 hr/wk
Compensation: Based on Experience.
SUMMARY
Reporting to the Executive Director (ED), the Volunteer & Office Administrator plays a critical role in overseeing and
ensuring communication with donors, board members, vendors, and all Care Fresno volunteers. They are responsible for HR
functions, financial tracking, and other office needs. This position also oversees volunteer management and retention.
VOLUNTEER MANAGEMENT
● Orient, equip, and develop volunteers to serve in Care Fresno communities according to their passions and interests.
● Ensure all volunteers and interns are background-checked and approved.
● Maintain a database and regular communication with Care Fresno volunteers via check-ins, exit interviews, etc.
HUMAN RESOURCE MANAGEMENT
● Update Employee handbook and create Employee Resource Guides.
● Process new hire paperwork including new hire orientation.
● Create Google email accounts for new hires.
● Review and submit timesheets for payroll.
● Order and post Employee Labor Law posters and documents.
FINANCIAL DUTIES/FUND DEVELOPMENT
● Prepare bank deposits.
● Track online donations and submit them to the bookkeeper.
● Submit receipts and reimbursements to the bookkeeper and file scanned copies.
● Prepare Invoices for Mission Care Residents’ fees and bill Mission Care Residents for apartment utilities such as
PG&E.
● Prepare monthly donation reports (individual, monthly, and YTD) for Executive Director and Core Staff.
ADMINISTRATIVE TASKS
● Administrative support to the Executive Director and assist program staff as needed, including preparation of
program curriculum.
● Welcomes guests by greeting them in person or on the telephone; answering or directing inquiries.
● Answering and directing Care Fresno email info@carefresno.org.
● Pick up and process mail twice weekly.
● Assist Board with monthly meetings: i.e. email reminders, reserve conference room, ready the room, take board
minutes, and update board documents.
● Maintain office equipment such as shared network printers.
● Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies,
shopping, or placing orders for supplies, verifying receipt of supplies.
COMMUNICATION
● Utilize graphic design platforms to develop/create designs for communication purposes (i.e. newsletters, annual
reports, emails, etc.).
● Write and design donor communications and newsletters (i.e. monthly letters, end of the year donation letters,
etc.)
● Ensure a consistent brand and message is being conveyed across communication venues.
GENERAL
● Send monthly news and support letter to a donor base of at least 30 names for the purpose of raising $500 monthly
in Care Fresno general support. Maintain a file of said letters and continue relationship (personalized thank you
letters, coffee meetings, etc.) with personal donor base.
● Professionally represent Care Fresno in the community.
● Develop a knowledge management system (such as Google Drive and Asana) that ensures maximum sharing of
information and learning throughout the organization.
● Participate in performance evaluations.
● Ability to attend some community events in the evenings and/or on the weekends.
● Be available to assist in Mission Care trainings and events as needed.
QUALIFICATIONS
To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill, and/or ability required.
● High-School Diploma and some college education.
● Bachelor’s degree ( or degree in progress) in a related field preferred.
● History of working with youth and/or urban ministries preferred.
● Applicants must be at least 18 years of age and be a U.S. citizen or have a Permanent Resident status.
● Possess a valid CA Driver’s License, insurance, and/or have reliable transportation.
● Able to pass a fingerprinted background check.
● Highly organized with a flexible approach to problem-solving.
● A successful track record in setting priorities, a thorough understanding of project management and the ability to
meet deadlines and goals.
● Understand and exemplify that the goals of the team take precedence over personal agenda.
● Excellent communication, writing and editing skills; bilingual preferred but not required.
● An ability to balance, negotiate, and work with a variety of internal and external stakeholders.
● Computer and typing skills with proficiency in Microsoft Word, Excel and mail merge functions. Familiarity with
Google features such as Gmail, Drive, and Calendar preferred.
● Personal qualities of integrity, credibility, confidentiality and a shared commitment to Care Fresno’s mission and
Statement of Faith.
For more information contact Randy Mewhirter at randy@carefresno.org or
(559) 473-4746
