Title: Front Office Coordinator
Reports to: Director of Finance and Administration (DFA)
Supervisory Relationships: Directly supervises volunteers
Classification: Full-Time; Non-Exempt
Position Summary
In support of PAWS mission, the Front Office Coordinator (FOC) serves as the contact for the public, oversees data entry for all donors, provides administrative support for programs, and oversees all aspects of the front office and reception area.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Open office at 10:00 a.m., M-F and close at 6:00 p.m.
• Handle all front office reception: welcome and direct visitors (clients, prospective clients, volunteers, donors, etc.) to appropriate staff; answer main phone line and provide general information to callers and/or direct to appropriate staff.
• With the guidance of the Education Coordinator, provide general information and referral to members of the community. Track all referrals and report on a monthly basis.
• Check messages on main phone line (each morning and throughout the day) and respond to calls or route to appropriate staff
• Update the main phone message w/ information on upcoming events and any scheduling changes.
• Maintain reception area: keep area clean and uncluttered and ensure public information is always available and up-to-date
• Provide general office support – mailing, faxing, copying, filing – for program staff
• Supervise office support volunteers including work groups.
• Date-stamp all incoming mail and faxes and distribute to appropriate staff.
• Manage “current event” sign: update events, volunteer orientations, office and food bank schedules, etc.
• Maintain all front office equipment: fax machine, postage meter, copy machine. Track usage and report to accounting on a monthly basis.
• Track inventory of office supplies and work with DFA to reorder.
• Track petty cash fund and reconcile on a monthly basis with the DFA.
• Attain proficiency in use of Raiser’s Edge (PAWS database used for all operations).
• Process all in-kind donations: collect donor data, enter into Raisers Edge, generate and mail acknowledgment letters, and ensure physical property is moved to appropriate area.
• Process all credit card transactions and provide daily documentation for DFA.
• Work with the Volunteer and Outreach Coordinator to process and fulfill merchandise sales.
• Enter all daily donations into Raisers Edge, generate and mail standard acknowledgement letters.
• Petchitecture: Handle all general phone and e-mail inquires and respond or route to appropriate staff; process all ticket sales (phone, mail, internet) including entry into Raiser’s Edge and acknowledgment letters; support Silent Auction including receiving and cataloging donated items and data entry into Raiser’s Edge; track inventory of all donated “goody bag” items; work with DFA to oversee registration and produce event registration documents including master lists of attendees; staff registration table during the event and keep track of all cash and credit card receipts; handle all post-event data entry including data entry (tickets, silent auction, etc.), generate donor letters, and reconcile all cash and credit card sales.
• Fun Run: Under the guidance of the DFA, provide general administrative support for this annual event.
• Maintain master contact list of board and staff.
• With the Executive Director, prepare board packets and assist with scheduling of board and committee meetings.
• Arrange for catering and logistics for meetings and events.
• Coordinate scheduling of main conference room.
• Attend bi-weekly staff meetings and participate in planning meetings as directed.
• Other duties may be assigned.
QUALIFICATIONS:
• Commitment to PAWS mission and an understanding of the importance of the human-animal bond.
• Experience and or commitment to providing direct client services to low-income individuals, people with HIV/AIDS, people of color, people with psychiatric disabilities, people with physical disabilities, sexual minorities and gender minorities.
• Experience working with and supervising volunteers in fulfilling an organization’s mission.
• Combination of education and experience equivalent to two-years experience providing administrative and programmatic support to a similar sized organization.
• Ability to handle sensitive and confidential information and situations.
• Ability to interpret a variety of instructions furnished in written or oral form.
• Ability to work independently but also as an effective team member.
• Ability to multi-task and to prioritize.
• Ability to problem-solve, demonstrate sound judgment and maintain confidentiality.
• Attentiveness to details and consistent and accurate follow-through on tasks.
• Excellent verbal and written communications skills.
• Demonstrated ability and desire to balance workload among departments.
• Expertise and experience in a variety of computer software applications including Word, Excel, and PowerPoint.
• Experience with Raiser’s Edge highly desirable.
• Bilingual a plus.
• Ability to thrive and remain calm in a very dynamic and high-energy environment.
• Experience working with a health and human service and or animal welfare organization a plus.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, use hands, reach with hands and arms, talk, and hear. The employee is occasionally required to stand and walk. The employee is also occasionally required to move objects weighting up to 30 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. In addition, domesticated pets are often on the premises including a cat. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Pets Are Wonderful Support (PAWS) is a volunteer based organization that helps improve the quality of life for persons with AIDS and other disabling illnesses by offering the emotional and practical support to keep the love and companionship of their pets, and by providing information on the benefits and risks of animal companionship. For more information, visit www.pawssf.org.
To Apply
Please e-mail cover letter (inserted in the body of the e-mail) and resume (attachment ok) with subject ‘Front Office Coordinator’.
Application Deadline: March 14, 2006
PAWS is an equal opportunity employer and is committed to diversity in the work place.
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