Position Overview: The Administrative Assistant will assist the Volunteer Services department with needs such as welcoming volunteers and visitors entering the department, process background checks for new volunteers, invite volunteers for new volunteer orientation, prepare and clean up the meeting room for volunteer orientations, volunteer correspondence, filing, updating the volunteer database, assist with volunteer meal delivery scheduling and organizing the meal distribution area for meal pick up, and meal delivery as needed. On occasion driving your personal vehicle will be required for delivery of a client meal.

Paid As: Hourly, Non-Exempt Full-Time Employee

Hours of Operation: 8:00 AM – 4:00 PM Monday – Thursday, 8:00 AM – 3:30 PM Friday

Reports To: Vice President Volunteer Services

Other Relationships: Works with the Volunteer Services department, Operations department, Meals On Wheels Board Members, Community Volunteers and Meals On Wheels clients.

AGENCY EXPECTATION OF EMPLOYEE

• Maintain confidentiality of client, donor, volunteer, staff and board information
• Support the mission, vision and goals of Meals On Wheels, Inc. of Tarrant County
• Represent Meals On Wheels in a professional manner at all times
• Must have dependable transportation, valid driver license and personal vehicle insurance as required by the State of Texas
• Required to pass criminal background check and have a free and clear MVR
• Assist with meal delivery when volunteer callouts make it necessary for staff to deliver
• Contribute to other projects when necessary

ESSENTIAL JOB TASKS

• Possess customer service skills such as being a team player, having a positive attitude, a professional demeanor and the ability to maintain confidentiality
• Process and prepare new volunteers for orientation
• Administer background checks by accurately entering potential volunteer personal information into the volunteer and background check vendor databases
• Invite new volunteers to an orientation session by email or mail
• Send email reminders and make reminder telephone calls for the orientation session
• Set up the volunteer orientation meeting room for each session
• Clean up volunteer orientation room after the meeting
• Maintain inventory for the Volunteer Services department materials for future orders
• Appreciation correspondence to new and former volunteers and letters to volunteers announcing service awards
• Clerical duties such as filing and organizing workload for maximum efficiency
• Detail-orientated with superior computer proficiency and communication skills
• Reliable and punctual with dedicated professionalism to job and duties
• Must be able to work independently and as a team
• Other duties as assigned by Vice President Volunteer Services

QUALIFICATIONS

• High school diploma or equivalent
• Bilingual in Spanish preferred

REQUIREMENTS

• Proficiency in Microsoft Word, Access, Excel and Outlook
• Able to lift and carry objects of 25 pounds
• Capable of moving meeting room tables and chairs, as needed
• Physically able to reach, stretch, bend and sit for several hours at a time

EXPERIENCE

• Relevant experience or knowledge and skills preferred