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Administrative Specialist

El Paso, TX

Relocation expenses: Not paid

Entry Level
Full time
1 - 2 years of experience
Associate Degree
$31,000 to $40,000 per year

Published on 25 Oct 2019

Expires on 25 Oct 2019

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Administrative Specialist

ORGANIZATION OVERVIEW

The United Way of El Paso County is an independent, locally governed and community-supported nonprofit agency that is focused on identifying and making a measurable change in four areas:  Education, Basic Needs, Health and Financial Stability through funding, advocacy, creating collaborative partnerships, and developing volunteer resources. The organization, which has been in El Paso for more than 95 years, focuses on creating long-term, lasting change to make El Paso a better community for everyone. United Way also serves as the manager/fiscal agent for the city, county and state employee campaigns.

Mission

Unite and mobilize the El Paso community around focused effort that:

  • connects our most vulnerable to basic needs,
  • closes educational achievement gaps,
  • promotes lifelong financial stability for all El Pasoans,
  • and connects people with opportunities to give, advocate, and volunteer.

Vision Statement   

El Paso County is the premier multi-cultural community in which to raise a family.

OVERVIEW OF RESPONSIBILITIES

The Administrative Specialist supports the mission of El Paso United Community Assistance Center by greeting community members and connecting clients with resources to help promote healing and resiliency in the wake of the shooting on August 3, 2019. The Administrative Specialist supports the efforts United Way of El Paso County as the backbone of the Community Assistance Center under the direction of the Director.

KEY RESPONSIBILITIES/ESSENTIAL FUNCTIONS

Client Services

  • Greet community members at the front desk as they approach the El Paso United Community Assistance Center seeking support as a result of the tragic shooting on August 3, 2019.
  • Greet internal and external customers, donors, and volunteers, fielding routine questions and inquiries.
  • Provide a welcoming and safe environment for community members to feel comfortable seeking care.
  • Update a directory of resources and points of contact as necessary to provide accurate information to community members seeking support.
  • Maintain accurate records of clients seeking care and obstacles faced to continually provide feedback to the Director on the need for evolving programs and resources.
  • Document all referrals and partnerships to facilitate necessary follow-through and information-sharing.

Administrative

  • Maintain contact with all partners and stakeholders, including updating contact information (phone, email, mailing address) into a central database as necessary.
  • Answer, screen and direct incoming calls to the appropriate resource or staff member.
  • Responsible for reception TV monitor and content of slideshow.
  • Collect, open and distribute incoming and outgoing mail.
  • Answer emails for general inquiry regarding the El Paso United Community Assistance Center.
  • Schedule and facilitate communication regarding meetings of staff and partners, including making arrangements for meeting spaces, sending invites and reminders, coordinating conflicting schedules, maintaining RSVP lists, registering guests, and securing vendors, as appropriate.
  • Maintain calendar for common spaces and facilitate room set-up, as appropriate.
  • Collect, track, and report data related to the usage of the Center and services provided. Provide recurring updates and progress reports to UWEPC and partners on the services offered by the Center as well as the use by community members.
  • Collect, track, and report expenses incurred by the Center in an effort to provide services to the community, to include donations, grants, and in-kind resources.
  • Maintain purchase order system and purchase office (including postage), housekeeping and other miscellaneous supplies within established budget; ensures all supplies are stocked and available for staff use.
  • Keep all office equipment properly maintained including making sure copier and printers are properly stocked.  Arrange for equipment maintenance.
  • Responsible for fixed asset inventory.
  • As requested, compose miscellaneous correspondence, emails, memos, reports, etc. using proper grammar, spelling and punctuation.
  • Coordinates schedules, makes and tracks appointments, and arranges and coordinates travel schedules.
  • Serve as liaison between Property Management and staff regarding Fire & Safety, and other building announcements.
  • Serve as liaison between IT vendor and staff.
  • Supports department personnel by assisting with copying, faxing, filing, mailing, and other tasks of a similar nature.
  • Provide assistance to the Director, as needed.

EDUCATION/REQUIREMENTS

Associate’s degree in subjects related to office administration, business, health and human services, non-profit or organizational management, or social services, plus two years of work experience and/or an equivalent combination of education and experience related to the duties of the position. 

Knowledge of the non-profit sector is essential.  Skills in grant management, program management, case management and/or volunteer engagement are desired.

WORK ENVIRONMENT

Must be able to work a flexible schedule with the possibility of early morning, evening, and weekend work.

UNITED WAY CORE COMPETENCIES FOR ALL STAFF
●    Mission-Focused: Catalyze others’ commitment to mission to create real social change that leads to better lives and healthier communities.  This drives their performance and professional motivations.
●    Relationship-Oriented: Understands that people come before process and is astute in cultivating and managing relationships toward a common goal.
●    Collaborator: understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
●    Results-Driven: Dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
●    Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.