Administrative and Volunteer Coordinator

2 months ago

Dumfries, United States Action In Community Full time
Job DescriptionJob Description

The Administrative and Volunteer Coordinator supports the programs of ACTS that make a difference in the lives of our neighbors in crisis. The position will be the main contact point for callers, visitors and volunteers and our first chance to demonstrate the ACTS Core Values of Community, Service, Compassion, and Respect. This position performs a broad range of critical administrative tasks in support of both administrative functions and the volunteer program such as creating documents and reports, maintaining supplies and equipment and recruiting and processing volunteer applications.

Benefits and Rewards:

  • Full health insurance options with generous employer contribution for medical and 403(b) matching.
  • Paid vacation and sick leave, personal time, paid lunch and Birthday time off
  • Additional time off from December 25 – January 1.
  • Use your talents in a successful organization with over 50 years of significant impact in the community.

Position Title and Department: Administrative and Volunteer Coordinator, Administration

Pay: $19.28/hour

Reports to: Chief Executive Officer

Hours per week and Schedule: 32 hours per week during open hours Monday - Friday, 8:30 a.m. - 4:30 p.m. schedule TBD, flexibility for events required

FLSA Classification: Non-Exempt (OT eligible after 40 hours)

Essential: No; Client Contact Position: Yes

Driving required: No Personal vehicle required: No

Location: Dumfries, VA

Telework Friendly: No (waiting period and application required)

Effective Date (of description): July 26, 2024

Supervisory Responsibilities:

Interviews, trains, supervises and evaluates administrative volunteers.

Essential Functions:

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

  1. Answer main ACTS phone line and monitor main entrance of the administrative building intentionally demonstrating our Core Values.
  2. Respond calmly to crisis needs referring callers or visitors to the appropriate department.
  3. Maintain CEO calendar, contacts, the calendar for the conference room and Board meetings.
  4. Assist in the preparation of the organization publications and reports, including data entry; produce leadership meeting agendas and minutes; and donor thank you letters.
  5. Place orders for and maintain inventory of office supplies and operate and maintain standard office equipment.
  6. Implement an intake protocol for potential volunteers and match the skills, qualifications and interest of the volunteers with the needs of the organization.
  7. Follow HR and volunteer program policies to ensure that volunteers are appropriately onboarded, oriented and trained to be successful in their positions.
  8. Assist staff with volunteer communications to ensure volunteers comply with program requirements.
  9. Implement volunteer program promotional activities to increase volunteer applications.
  10. Plan and implement formal and informal volunteer recognition activities.
  11. Develop and administer forms and records and produce reports to document volunteer activities.
  12. Perform other duties as assigned.

Required Knowledge, Skills and Abilities:

  • Excellent, demonstrated verbal and written communication skills in English and Spanish (bilingual).
  • Excellent ability to work well with others within a culturally diverse environment and in crisis situations.
  • Excellent ability to maintain confidentiality and personal integrity.
  • Excellent computer knowledge and skills including Microsoft Office Suite and demonstrated proficiency with Excel spreadsheet functions.

Preferred Knowledge, Skills and Abilities:

  • Experience with social assistance programs and or client service preferred
  • Hold a valid driver’s license, acceptable driving record, current auto insurance and daily access to a vehicle preferred

Education and Experience:

  • High school diploma or equivalent, required.
  • Related experience required.

Physical Requirements:

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Equal Employment Opportunity Policy

ACTS provides equal employment opportunities to all employees and applicants for employment and prohibits discriminat5ion and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Drug-Free Workplace Policy

The unlawful or unauthorized use, abuse, solicitation, theft, possession, transfer, purchase, sale or distribution of controlled substances (including medical marijuana), drug paraphernalia or alcohol by an individual anywhere on Organization premises, while on Organization business (whether or not on Organization premises) or while representing the Organization, is strictly prohibited. Violation of this policy will result in disciplinary action, up to and including discharge.


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