Job Title:
FLSA Status:
Days/Hours of Work:
Full-Time Administrative
Assistant
Exempt
Monday-Fridays
(As needed)
Department:
Business
Reports to:
Start Date:
Executive Director
PRIMARY OBJECTIVE: To assist office staff with administrative duties, work with volunteers, keep office organized and
clean and other duties as assigned.
ADMINISTRATIVE DUTIES
I.
Phone responsibilities
A. Check all missed calls and voicemails each morning. Answer all incoming phone calls, forward call to appropriate
staff, take messages .
II. Mail responsibilites
A. Get mail at P.O. Box twice a week ; open all mail and direct it to the appropriate employee ; prepare and send
merchandise and other mail to a post office when needed.
B. Write and send thank you notes to all donors and stakeholders
III. Financial
A. Add all check & cash information into Little Green Light database
B. Export files from Giving Fuel and create a financial report and send to President, Executive Director and
Manager of Partnership Development
C. Maintain log of all cash flow in and out of petty cash.
IV. Email correspondence through info@thecovering house.org, volunteer@thecoveringhouse.org and others
V. Tax Letters
A. Write individual note on tax letter for donor acknowledgement and mail.
VI. In Kind Donations
A. Maintains in kind donations’ lists, solicits groups for in-kind donations, arranges drop off and pick up for
donations
B. Update website with newest “Current Needs List”
C. Email each group for Stock Our Pantry before their collection month. Coordinate with each group to schedule
drop off time.
D. Update Amazon Wish List, Target List and Walmart Wish List when needed.
E. Send items we need to Administrator of Finance for ordering
VII. Assistant
A. Printed things for administrative staff (0-1 hour weekly)
B. Responsible for copying and distributing reports, forms, and client information to appropriate, authorized
parties
C. Type correspondence, create forms, flyers and other materials (0-1 hour weekly)
D. Greet all visitors, promptly and courteously, and directing visitors to appropriate destinations (5-20 min weekly)
E. Create monthly newsletter and send out through Constant Contact
F. Add contact information from Freedom Registry to Little Green Light and Constant Contact.
VIII. Speaking Calendar
A. Coordinate speaking calendar
B. Contact speaking events and schedule a speaker. Keep contact until the event.
IX. Fill out a status report Executive Director at the end of each month
X. Greet all visitors, promptly and courteously, and directing visitors to appropriate destinations
XI. Volunteer Coordination
A. Screen all volunteers
B. Create file for all volunteers, add information into database and email contact list
C. Train all volunteers through monthly volunteer orientation
D. Track volunteer performances
E. Keep record of volunteer activities
F. Schedule volunteers/group services for The Covering House
G. Create Volunteer Appreciation Day and Create/Organize Volunteer Kickoff in January
XII. Office Janitorial
A. Vacuum floors weekly
B. Clean Kitchen and dishes
C. Change ink cartridges when needed.
XIII. Proficient with Microsoft Office
XIV. Familiarity with WordPress to update our website: www.thecoveringhouse.org
XV. Adheres to policies and procedures inclusive of, but not limited to, attendance, program/department specific
procedures, workplace safety, training requirements, code of conduct, social media, and confidentiality.
XVI. Develop cooperative internal customer relationships and implement strong customer service skills to support in
attainment of the agency’s mission.
QUALIFICATIONS
Bachleor’s Degree required, or equivalent experience of 2 year’s administrative experience.
HOURLY RATE: $11.00/hour
PHYSCIAL DEMANDS AND WORKING CONDITIONS: While performing the duties of the job, the employee is occasionally
required to walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance;
twist; stoop; bend; talk and hear. The employee must occasionally lift and/or move up to 25 lbs. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
General Sign Off: The employee is expected to adhere to all company policies. Employee acknowledges and understands
that The Covering House reserves the right to modify the contents of this job description or to assign alternate and
additional duties and responsibilities. Nothing in this job description is intended to alter or alters the at-will nature of
employees’ employment at The Covering House.
I have read and understand this explanation and job description.
______________________________________________
________________
Signature
Date