This position serves as a welcoming first point of contact for donors, community partners, volunteers, and visitors while supporting staff with administrative tasks, recordkeeping, and office management. The ideal candidate is compassionate, organized, detail-oriented, and committed to the mission of serving individuals and families experiencing homelessness.
Essential Duties and Responsibilities
Administrative Support
● Answer and direct incoming phone calls, emails, and visitors in a professional and compassionate manner.
● Maintain calendars, schedule meetings, and coordinate appointments.
● Prepare correspondence, reports, meeting agendas, and presentations.
● Organize and maintain electronic and paper filing systems.
● Assist with data entry and database management.
● Order and maintain office supplies and equipment.
Client & Program Support
● Greet visitors with professionalism, dignity, and respect.
● Assist with intake paperwork and general administrative support for programs.
● Maintain confidential client files in accordance with organizational policies and applicable regulations.
● Coordinate appointments and referrals as directed by program staff.
● Support staff with document preparation and case file organization.
Office Operations
● Receive and distribute mail and deliveries.
● Monitor office equipment and coordinate maintenance or repairs.
● Coordinates with CWS Manager and Ruth House Supervisor on supply needs and make orders.
● Assist with facility scheduling and meeting room preparation.
● Maintain an organized, clean, and welcoming office environment.
Financial & Administrative Assistance
● Assist with invoice processing, expense reports, and purchasing requests.
● Prepare deposits and maintain basic financial records as assigned.
● Support grant reporting by organizing required documentation.
● Assist with donor acknowledgments and administrative fundraising activities.
Volunteer & Community Relations
● Assist with volunteer scheduling and recordkeeping.
● Support community outreach events and organizational meetings.
● Help coordinate special events and fundraising activities.
● Maintain positive relationships with community partners.
Compliance & Confidentiality
● Maintain strict confidentiality regarding client, donor, employee, and organizational information.
● Follow all organizational policies, procedures, and safety protocols.
● Participate in required staff meetings and training.
● Responsible for purchasing, payables, receivables, payroll submission, billing, records custody, and budget compliance;
● Ensures agency adherence to applicable regulations and records best practices, WARM financial policies & procedures, and Director(s’) directives;
● Completes data entry, information management, and records for agency financial reporting and donor database in collaboration with Board Treasurer, Bookkeeper, and applicable staff;
● Maintains processes, records, and documentation to ensure compliance with agency Document Retention Policy, local/state/federal laws, funders, regulators, etc.;
● Provides clerical support to other staff and WARM Board Members including, but not limited to filing, answering office telephone, voicemail retrieval, general email management, sorting and distributing mail, correspondence, appointment and meeting scheduling, copying, etc.;
● Corresponds with vendors and account representatives;
● Supports general marketing and communications strategies;
● Assists with agency bulk mailings by managing the mail out process; and
● Manages WARM Office and other administrative and office functions;
Qualifications and Competencies
● High School diploma or equivalent required and 2 years or more of relevant experience preferred;
● General knowledge of office and administrative support practices preferred;
● Good organizational, interpersonal, communication, and typing skills required;
● Ability to respond to common inquiries from clients, volunteers, community agencies, partners, or members of the business community as directed;
● Ability to speak effectively to applicants, clients, supporters, partners, or employees of the organization;
● Ability to follow oral and written instructions;
● Ability to use computers, technology, and information systems effectively;
● Possess sincere passion for the agency’s mission and commitment; and
● Faith expressed w/in the context of Christocentric daily living, or no objection to the ministry expressions.
Pay: $16.00 - $20.00 per hour
Work Location: In person
