Camp Fire Administrative Assistant NHQ in Kansas City, Missouri

Job Title: Administrative Assistant

Reports To: Director, Council Support

FLSA Status: Non-Exempt

Salary: Low to mid $30,000 range

Department: Program and Council Effectiveness

Summary: Camp Fire, a national nonprofit youth development organization, is seeking to fill this entry level position, which supports the work of Program and Council Effectiveness (PCE) department and part of the work of the Development department in meeting goals. Manage various projects in an efficient and timely way.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

PCE Department Support:

  • Provide administrative support to include verbal and written correspondence and reports. Assist with coordinating meetings internally and externally for department staff.

  • Manage corporate compliance reporting process through a web-based Customer Relationship Management system.

  • Coordinate outcome evaluation surveys distribution.

  • Support the welcome process for new council board chairs and CEOs.

  • Ensure that appropriate national staff are aware of council contacts changes.

  • Provide administrative support to the council bylaws review process.

  • Manage the process for the national Wohelo, Camp Fire’s highest youth achievement award.

  • Maintain electronic and paper files.

  • Cross train and serve as back up to Prospect Analyst/Database Manager.

  • Coordinate documentation of department credit card receipts/business purpose, check requests and cash advances and submit through proper channels and meet set deadline for Chief Development Officer.

  • Work with Development department team members on travel logistics, as needed, for remote staff office visits and officer donor visits that includes booking travel and lodging and itinerary and mapping needs by following department guidelines.

  • Provide administrative support to include verbal and written correspondence and reports. Assist with coordinating meetings internally and externally for department staff.

  • Monitor the organization’s public website email messages.

  • Maintain the organization’s Information Resource Book and national headquarters calendar and contracts list for councils.

  • Assist with various projects, such as mailings and preparing for national events.

Development Department Support:

Overall Organizational Support:

  • Manage copying/printing/binding for large print jobs.

  • Put postage on mail; take mail to building mailbox and pick up mail daily; sort and distribute mail; prepare daily log of incoming checks.

  • Manage general inventory supplies and submit reorders to the Accounting Specialist.

  • Manage breakroom supplies; submit orders to Accounting Specialist and/or supplier.

  • Manage office facilities, to include submitting work orders to property manager and interface with plant service.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Problem Solving Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully.

Project Management Communicates changes and progress; completes projects on time and within budget.

Customer Service Responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.

Interpersonal Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.

Team Work Exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed; recognizes accomplishments of other team members.

Written Communication Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information.

Cost Consciousness Works within approved budget; conserves organizational resources.

Diversity Shows respect and sensitivity for cultural differences.

Organizational Support Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values.

Adaptability Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

Attendance/Punctuality Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

Dependability Follows instructions, responds to management direction; completes tasks on time or notifies appropriate person with an alternate plan.

Initiative Volunteers readily; seeks increased responsibilities; asks for and offers help when needed.

Innovation Displays original thinking and creativity; meets challenges with resourcefulness.

Judgment Exhibits sound and accurate judgment.

Motivation Demonstrates persistence and overcomes obstacles; measures self against standard of excellence.

Planning/Organizing Prioritizes and plans work activities; uses time efficiently; sets goals and objectives.

Professionalism Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position.

Quality/Quantity Demonstrates accuracy and thoroughness; applies feedback to improve performance; meets productivity standards; completes work in timely manner; strives to increase productivity.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience

Associate's degree (A.A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.

Language Ability

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedures. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Math Ability

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

To perform this job successfully, an individual should have knowledge of word processing, spreadsheet, internet, and database software.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

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 and use hands to finger, handle, or feel. The employee is frequently required to talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms.

Camp Fire's Promise

Young people want to shape the world. Camp Fire provides the opportunity to find their spark, lift their voice, and discover who they are. In Camp Fire, it begins now. Light the fire within.

Camp Fire is an Equal Opportunity Employer. Applicants are considered without regard to race, color, religion, sex, national origin, age, veteran status, sexual preference, disability, condition or any other group protected by law.