Job description

About United Way California Capital Region

At United Way California Capital Region (UWCCR), we believe creating stronger, healthier, more compassionate communities starts at Square One: Helping every family succeed so their community can too. Families know what they need to thrive. We are their partners on that path, connecting them with resources to achieve their goals. United Way California Capital Region is now working on an even larger scale to help families heal and meet our 20-year promise to significantly reduce poverty in the Capital Region. We are laying solid steppingstones on our path to help every family thrive and build a healthy community.

Administrative Assistant Generalist - Resource Development & Marketing

Reports to: Senior Director of Marketing & Communications
Department: Resource Development & Marketing
Classification: Administrative Assistant
FLSA Status: Non-exempt
Bargaining Unit: Level VIII
Time-base: Full-time
Date: January 2023
Benefits: 100% Health, Dental, Vision coverage for staff/dependents
Salary: $23.92 Hourly

JOB SUMMARY

Reporting to the Senior Director of Marketing and Communications, the Administrative Assistant Provides specialized support services to diversified departments within the United Way organization structure or special projects on or off-site. Consistently exercises a high degree of initiative, and independent judgment and decision making in selecting workloads of other staff within assigned division and works under minimal supervision.

Job Responsibilities

• Administrative Support
• Record Keeping & Database Support

SPECIFIC DUTIES:

Administrative Support

• Provide support in the processing of meeting notices, agendas, updating and maintaining rosters, coordinating, scheduling, and setting up meetings, training sessions and functions.
• Respond to volunteers, donors, and team members using knowledge of United Way activities and functions.
• Assist in the coordination of United Way workplace programs.
• Act as a lead clerical team member to the department responsible for maintenance of files, reviewing of application, campaign support, brochure listings, and other general duties related to this area.
• Develop and maintain diversified department program information.
• Inform the Leadership Team of issues of importance related to United Way.
• Provide support for functions and/or special functions as assigned.
• Provide support for marketing and donor relations team including taking notes for internal meetings.
• Perform offsite event administrative tasks including picking up deliveries, purchasing event items, picking up materials, etc.
• Perform routine website content maintenance (article updates, media hits, action group membership lists, survey set-up, event registration set-up, committee updates, etc.)
• Order marketing materials, such as promotional items and stationery.
• Respond to customer/donor inquiries and complaints by providing appropriate solutions and alternatives within the time limits and follow up to ensure resolution
• Create mail merges, perform mass mailings, print letters, certificates, and other items.
• Provide event support for all organizational events including RSVP tracking, material prep, guest correspondence, tracking in Andar, etc.
• Gather and prepare campaign results, sponsorships, and other revenue including researching, gathering, and submitting envelopes for processing.

Record Keeping & Database Support

• Performs technical accounting work in areas of accounts receivable or accounts payable. Maintains accounting records, organizes accounting and financial records, prepares entries, ledgers, checks and routine financial documents.
• Maintains and supports complex databases, codes and enters information, writes reports to extra information and prepare statistical or other reports.
• Provide support to the department by taking minutes for, scheduling, arranging, and organizing agencies, staff for United Way standing committees; developing and maintaining a filing system; composing and processing routine documents and correspondence.
• Provide Andar reports and data export support for campaign results and projections, mailing lists, and membership tracking for United Way action groups (Women United and Young Leaders Society)
• Submit fundraising, membership, and sponsorship information into Andar

KNOWLEDGE, SKILLS, AND ABILITIES

• Accurately type 45 wpm.
• Excellent English communication skills, verbal and written, including the ability to communicate well in a variety of settings with a variety of stakeholders.
• Excellent organization and planning skills and attention to detail and accuracy.
• Strong analytical, troubleshooting, time management, and problem-solving abilities.
• Knowledge of current office practices, procedures, and safe work practices.
• Able to react, organize and prioritize within a high pressure, fast paced environment.
• Ability to work independently with a high attention to detail.
• High level of proficiency in Microsoft Office applications (Excel and Word).

DESIRED QUALIFICATIONS AND EXPERIENCE

• Completion of the 12th grade or equivalent.
• 3+ years of related functions.

TYPICAL PHYSICAL ACTIVITIES

• Communicate with staff, volunteers, donors, agencies, companies and other customers by telephone, email, and in face-to-face, one-to-one or group settings.
• Use telephone, laptop, computer, monitor, mouse, keyboard, printer/copier, calculator, and standard office equipment.
• Sit at a desk for extended periods of time.
• File and retrieve documents from a manual filing cabinet.
• Move objects up to 20 pounds such as large binders, boxes, books, and small office equipment.
• Have sufficient coordination and dexterity to operate and adjust office equipment such as telephone, computer, printer/copier, and calculator.

SPECIAL REQUIREMENTS

Possession of an appropriate California operator’s license issued by the State
Department of Motor Vehicles, and adequate automobile insurance; possession and maintenance of a good driving record (as evidenced by freedom from multiple or serious traffic violation for at least a two-year duration) that does not contribute to an increase in UWCCR insurance rates.

*Employee will be a member of Office and Professional Employees International Union (OPEIU) Local 29 and subject to an initiation fee of $200 and membership dues of $25.00 per pay period.

Job Type: Full-time

Pay: $22.33 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Relocation assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Sacramento, CA 95827: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Clerical: 2 years (Preferred)

Work Location: Hybrid remote in Sacramento, CA 95827

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