Job Description: Administrative Assistant
Job Title: Administrative Assistant
Reports To: Co-Executive Directors
FLSA Status: Part-time Exempt
Prepared By: Inner City Development Board of Directors
Prepared Date: 7/18/2023
ABOUT INNER CITY DEVELOPMENT: The mission of Inner City Development is to uplift the dignity of the individual by providing supportive, critical and basic life services. Inner City is located in the 78207 zip code, one of the most economically underserved areas of Bexar county. To learn more about Inner City, please visit our website at https://www.innercitydevelopment.org/.
Reporting to the Co-Executive Directors, the Administrative Assistant will, on a part-time basis, assist in the administrative duties of Inner City Development’s office and also coordinate volunteers as needed for day-to-day services and special events. The Administrative Assistant will work with the Co-Executive Directors to set goals and objectives for maintaining Inner City’s office operations and growing the volunteer base of the organization. The administrative assistant will also provide project and administrative support when needed for the organization’s events.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Organize and maintain office files, supplies and general inventory.
Answer calls and address inquires, direct calls and take messages as appropriate.
Assist with drafting letters, mailers and emails to supporters or clients.
Organize and maintain electronic and physical files.
Assist with client intakes in the food and clothing pantry.
Post on social media platforms to keep supporters and community members informed about activities and events.
In collaboration with and under the supervision of the Co-Executive Directors, develops a volunteer recruitment plan and schedule.
Work with community agencies, colleges and universities and other partners to build a strong volunteer pipeline.
Recruit volunteers, in person, at community events and resource fairs.
Identify volunteers to participate in the ICD Toy Sale, Thanksgiving 365, Friendship Festival, Summer Program and other events.
Assist with inventory and stocking of clothing and food pantry.
Actively participate in the planning of the Summer Program.
Other duties as assigned.
On occasion, in the absence of the Co-Executive Directors, the Administrative Assistant may be asked to supervise any volunteers on the premises.
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 essential job functions.
High School Diploma required.
Driver’s License required.
Background check required.
A minimum of two-years related experience in office management and/or volunteer coordination.
Excellent computer skills and/or training with extensive proficiency in all Microsoft Office applications including but not limited to Word, Excel, and Power Point.
High level of proficiency with word processing and databases required, i.e., document merges, databases, creation, data entry, maintenance, report generation.
Strong organizational, administrative, and communication skills (including oral presentation and written skills).
Effective time management.
Must be able to work independently with minimal supervision in a fast-paced environment.
Strong communication skills in written and oral English and ability to speak Spanish required. Must be able to interact effectively with all staff levels. Ability to interact with volunteers, board members, and neighbors. Ability to write correspondence i.e., memos, letters, reports, etc. Ability to effectively present information in a professional manner and respond to questions about Inner City services, events and initiatives.
Good analytical and basic math skills.
Ability to solve practical problems. Ability to interpret variety of instructions furnished in written, oral, diagram or schedule form. Ability to define problems, collect data, establish facts and draw valid conclusions.
The physical, intellectual, and other demands described herein are representative (and not all inclusive) of those that must be met by an employee to successfully perform the essential functions of this job. Office setting with sitting or standing, computer data entry, answering phones. The employee must occasionally lift and/or move up to 20 pounds.
Work takes place in clean, pleasant, and comfortable office settings. Employee will work a standard of # hours a week. 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.
In accordance with the ADA and other applicable laws, reasonable accommodations will be made to enable a qualified individual with a disability to perform the essential functions of the job.
Relocation assistance is not available for this position.
Inner City Development believes that equal opportunity for all employees and applicants is important for the continuing success of our organization. As an equal opportunity employer, ICD is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. ICD will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.
ICD is committed to the full inclusion of all qualified individuals. Consistent with the Americans with Disabilities Act (ADA), ICD will provide reasonable accommodation when requested by a qualified applicant or employee, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed during the application process, please email firstname.lastname@example.org. For more information regarding the Americans with Disabilities Act, click here.
Inner City Development COMMITMENT TO HEALTH AND SAFETY POLICY
It is a condition of employment for all employees to follow all recommendations of the CDC, unless they are granted a reasonable accommodation under applicable state law.