Administrative Assistant

1 | P a g e

United Way of El Paso County is committed to improving the lives and futures of all people in the community. We bring together expertise, funding and volunteer support to positively impact education, health, basic needs, and financial stability. In partnership with others, we work to eliminate inequities experienced by diverse populations so that all people have a safe, healthy home environment, achieve their educational potential, and increase their financial stability. We commit to building bridges across cultural, racial, religious, and economic boundaries.

POSITION: ADMINISTRATIVE ASSISTANT

REPORTS TO: Director of Finance and Administration

Purpose: The Administrative Assistant contributes to the achievement of United Way of El Paso County’s (UWEPC) mission and vision by providing effective support to the Finance and Administration Department and to the President and CEO.

MAJOR DUTIES & RESPONSIBILITIES

The Administrative Assistant plays a central role in ensuring the smooth day-to- day operations of the organization by coordinating core administrative processes that support both staff and community partners. This position oversees front office operations, partner support, and general administrative systems, helping to create a well-organized, efficient, and welcoming environment.

This role is ideal for someone who enjoys organizing systems, supporting people, and keeping operations running efficiently. The position is highly collaborative and well-suited for a detail-oriented professional who is comfortable balancing multiple responsibilities in a dynamic, community-focused environment.

Front Office & Administrative Support

• Answers, screens, and directs incoming calls. Greets, directs and escorts internal and external guests, donors, and volunteers, fielding questions and inquiries.

• Sorts and distributes incoming mail and deliveries as well as prepares outgoing mail and other correspondence. Responds to incoming mail and other materials not requiring the attention of the manager(s) supported.

• Coordinates and supports convening UWEPC’s meetings for internal and external groups who use our facilities. This includes coordinating and scheduling meetings, obtaining required usage agreements, greeting attendees for meetings, assistance with technology usage in the facility, room setup, catering support, and billing support.

• Assist in maintenance of stakeholder database.

2 | P a g e

• Support general administrative needs, including printing, materials preparation, and coordination, including fundraising mailers, information packets, etc.

• Maintain organized systems for files, templates, and shared resources

• Provides optimum support to assigned departments by remaining aware of departmental goals, providing ongoing communication, and organizing priorities to meet deadlines.

• Supports department personnel by assisting with copying, filing, mailing, and proofreading letters and reports and other tasks of a similar nature.

• Assists Philanthropy Department in preparation of mail-outs (envelope stuffing, labeling, folding), preparing and processing donor thank you correspondence and in the accurate filing of contracted combined campaigns’ applications.

Confidential Administrative Support for President/Chief Executive Officer

• Handling and/or resolving as many matters as possible that don’t require the CEO’s personal attention.

Confidential Administrative Support for Board of Directors

• Coordinate and arrange board of directors and executive committee meetings including meeting notices, agenda, related materials, and catering arrangements.

• Record and maintain minutes for board meetings and executive committee meetings.

• Maintain and research archives in support of board and committee’s decision-making process.

• Prepare of all materials for annual meeting including awards and public notice.

• Support with compliance on policy reviews and updates.

• Prepare board member onboarding.

Finance Department Support
• Assist with processing and logging “daily money” (cash, checks, and

electronic payments).
• Provide support with basic tracking of donations and pledges as needed.
• Maintain organized financial records and documentation.

All other duties as assigned. QUALIFICATIONS--KNOWLEDGE, EDUCATION AND EXPERIENCE

High school degree plus two years of college or professional certification and two-five years of volunteer or work experience required.

3 | P a g e

Knowledge of the non-profit sector is a plus. Should possess strong organization, project coordination, customer service, and problem-solving skills. High-level Microsoft Office and database experience with proven ability to quickly learn and use both common and proprietary office computer programs. Ability to establish/deliver on priorities and maintain confidentiality as required. Strong verbal and written communication skills; and strong interpersonal skills Must work well with other people. Pays attention to detail, accuracy and quality. Must pass a background check. Must possess a valid driver’s license, current auto insurance, and daily access to reliable vehicle.

The physical demands described here are representative of those that must be met by an employee. 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, talk, and/or hear. Continual use of the hands with wrist and finger movement using a keyboard is required. Specific vision abilities required by this job include long hours viewing a computer monitor screen and occasionally lifting up to 25 pounds.

The above statements are intended to describe the general nature and level of work being performed by the individual in this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of the position. Duties, responsibilities and activities may change at any time with or without notice.

JOB CLASSIFICATION SALARY RANGE

Full Time $18 - $22 per hour Non-Exempt The United Way of El Paso County is an equal opportunity employer. We champion diversity, equity, and inclusion. We take action to ensure equal opportunity and all candidates are considered without regard to race, color, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, physical or mental disability, veteran status, or any other legally protected status.