Administrative & Database Assistant

APPLICATION INSTRUCTIONS: MUST SUBMIT RESUME AND COVER LETTER TO COURTNEY YEAGER (CYEAGER@UWKV.ORG) Organization Overview: We work with 58 nonprofit and school-based partner programs to make a big difference in Kennebec County, Maine. We believe that we can accomplish greater things together, and United Way has evolved from its roots as a fundraising organization to become a critical community convener. We mobilize local partners, businesses, community leaders, public officials, and residents to expand opportunities available in our area to help people succeed. Our priority areas are Health, Education and Financial Stability. More than 37,000 local people received assistance from a United Way program last year. One out of every four local people were directly supported by United Way. Position Objective: To help United Way of Kennebec Valley (UWKV) improve people’s lives by assisting with the execution of UWKV’s annual campaign, utilizing donor management and grant management software, supporting the financial procedures of the organization, preparing for fundraising efforts, supporting the Community Investment Process, and providing general administrative and technology assistance to the President & CEO and other staff and volunteers as needed. Responsibilities: Campaign & Community Investment Process Support Effectively utilize UWKV’s donor management software to: --Coordinate and prepare campaign solicitation materials --Enter pledges and payments with a high degree of accuracy --Produce acknowledgments daily during campaign season --Foster and maintain clean data --Utilize all relevant software features to improve donor relations Support donor engagement efforts, including mailing postcards to new donors, organizing handwritten acknowledgements, etc. Assist with the logistics of all campaign events and special events Perform a variety of additional tasks related to the annual cycle of campaign activities Oversee the Community Investment Process’ grant management software and provide related technical assistance to applicants Coordinate funding applications, the volunteer review process, and general communications throughout the Community Investment Process Administrative & Finance Support Provide administrative and technological support to the President & CEO as needed (e.g., Zoom scheduling, calendar invitations, Doodle polls, surveys, material preparations) Provide basic bookkeeping support (e.g., tasks in QuickBooks© involving accounts payable, invoicing, and collections) Process incoming/outgoing mail and record cash/check receipts Coordinate Board and committee meetings through preparation and distribution of meeting materials, management of attendance, and coordination of meeting location, equipment, and materials Prepare minutes for regular Board and committee meetings Manage vacation/wellness time tracking Facilitate annual time tracking study and compile reports Provide support for UWKV’s role as fiscal/administrative lead for external entities and campaigns Update personnel files annually, in accordance with Finance Policies & Procedures Lead annual review and testing of Business Continuity & Incident Response Plan Maintain VolunteerME website portal and facilitate response to volunteer inquiries, coordinating with the Director of Community Impact to provide data as needed Answer telephone, route calls, greet visitors, and provide information and targeted resource connections Work with information technology vendors to ensure the organization’s data security and privacy, as well as coordinate staff training on data security and privacy as needed Serve as primary onsite contact with building management to address facilities issues Serve as primary onsite contact with information technology vendors to address computer and network issues Provide administrative and technological support to additional staff as needed Serve as UWKV’s primary representative on several resource-based community task forces Maintain general office organization, inventory and equipment; monitor and purchase office supplies Provide support to partner programs and committees as needed Support an organizational culture of integrity, transparency, service, and professionalism. Model behavior consistent with the mission and purpose of the United Way including diversity, equity and inclusion standards Provide superior service that exceeds the expectations of both internal and external customers Maintain strict privacy and confidentiality of sensitive information Fulfill other duties and special projects assigned by the President & CEO Preferred Skills: Experience with data input with a high degree of accuracy Strong computer/technology skills, with emphasis on database management and Microsoft Office Excellent attention to detail Basic bookkeeping skills; Quickbooks experience preferred Experience with a variety of online platforms, including Zoom, Google Drive, Doodle, and Adobe Acrobat DC Excellent customer service and problem-solving skills Ability to multi-task, organize, plan, and have a sense of urgency with deadlines Team player with ability to work effectively with people from diverse backgrounds and in diverse settings Courteous, pleasant, and professional manner, both in person and on the telephone Flexible to meet changing needs and comfortable handling multiple priorities calmly in a fast-paced office environment Fluent in the English language, both oral and written Access to reliable transportation Qualifications: High school diploma with two to four years office/administrative management experience; associate or bachelor’s degree preferred Working Conditions: While performing the duties of this job, the employee is frequently exposed to office work environment conditions. Internally controlled working environment with little or no hazardous conditions (e.g., fumes, toxic or caustic chemicals, extreme heat/cold conditions, vibrations, and/or airborne particles) in normal work location. The noise level in the work environment is usually quiet to moderate. Participation in early morning, evening and/or weekend meetings and events may be occasionally required. The employee will be required to utilize own transportation to travel throughout the Kennebec Valley region when needed. The employee may also be required to occasionally attend meetings and events out of the area. Physical demands include: Remaining stationary approximately 90% of the time. Operating a computer and other office productivity machinery. Communicating information and ideas so others will understand. Must be able to exchange accurate information. Moving about the office and in the community. Moving boxes or supplies up 50 pounds, with or without accommodation. Diverse & Inclusive Workplace United Way of Kennebec Valley is an equal opportunity employer. UWKV is committed to seeking and sustaining a culturally and ethnically diverse environment and to the principles that promote inclusive practices. Diversity, equity and inclusion lies at the core of achieving our mission, living our values, and advancing the common good. We acknowledge that injustices have persisted throughout history and continue to exist in our communities today. Within our own organization, we strive to create and maintain an equitable and inclusive environment that leverages the unique contributions of diverse individuals and organizations in all aspects of our work. We constantly work to: take the broadest possible view of diversity, going beyond visible differences, to affirm the humanity of all individuals. bring an equity lens to our organizational practices to guide decision-making and advance goals in this space. engage the power of inclusion to create the innovative solutions and community ownership necessary to address complex community issues. hold ourselves accountable, consistently examining and evolving our core beliefs over time, to honor the members of our communities. work toward our staff and volunteers broadly reflecting the diversity of the communities we serve. For more information: https://uwkv.org/Diversity Job Type: Full-time Pay: $39,000.00 - $41,000.00 per year Benefits: 401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Life insurance Paid time off Parental leave Professional development assistance Retirement plan Tuition reimbursement Schedule: Monday to Friday People with a criminal record are encouraged to apply Experience: Microsoft Office: 3 years (Preferred) Database management: 2 years (Preferred) Ability to Relocate: Augusta, ME 04330: Relocate before starting work (Required) Work Location: In person