Employment Type
Part-time
Industry
Retail
Job Location
104 Southeast Pkwy, Franklin, TN, 37064, USA
Date posted
November 8, 2022
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Position title
Family Collective / Neighbor Services Assistant
Description

The Family Collective & Neighbor Services Administrative Assistant supports GraceWorks Ministries’ goals, values, and philosophy by exhibiting the following behaviors: excellence, quality service, commitment, and accountability. The performance of this job includes the demonstration of the following accountabilities: communication, teamwork, job knowledge, and leadership.

Position Summary

The Momentum & Neighbor Services Administrative Assistant holds three key responsibilities: 1. Administrative tasks and budget organization for Momentum (The Family Collective); 2. Manage the Neighbor Services office and additional administrative tasks; 3. Manger Coordination

A portion of this position is funded by the Family Collective Initiative of United Way. As a Partner Agency of United Way, GraceWorks Ministries is responsible for hiring and employing this position, and takes the following into consideration when finalizing role expectations and job descriptions:

Responsibilities

Momentum
• Work with Momentum coach to manage the collection and organization of all receipts for expenditures, while assuring all records for services provided are created in both the Momentum and GraceWorks Salesforce accounts.
• Process expense reports and mileage reports for the entire Momentum team.
• Prepare a monthly budget report for approval by the Momentum Supervisor (Director of Neighbor Services).
• Submit a monthly budget report to The Family Collective for reimbursement.
• Create reports in Salesforce for Momentum Coach and Supervisor.
• Work with the Neighbor Services Manager in coordination of adding resources to Salesforce.
• Performs other duties as assigned.

Neighbor Services Administrative Assistant
• Coordinate team meetings, agendas, and materials.
• Provide weekly/daily rundowns for the Director of Neighbor Services, including a calendar, tasks for the day, and questions on items you may handle on his/her behalf.
• Manage the office supplies, schedule office machine maintenance, assure an adequate supply of all paperwork for the front desk.
• Process expense reports and mileage reports for the entire Neighbor Services team.
• Maintain the Neighbor Services calendar for significant dates, including events, staff birthdays, meetings, and anniversaries and help prepare celebrations.
• Assist with errands such as making purchases for meetings, preparing for staff birthday/anniversary
celebrations, etc.
• Adheres to GraceWorks Ministries policies, procedures, and professional code of ethics.
• Performs other duties as assigned.

Manger Coordinator
• General Event Coordination
• Work with Director of Neighbor Services, Director of Operation, and Volunteer Manager to set schedule, number, and jobs of volunteers needed.
• Coordinate event day placement and management of volunteers.
• Act as event host, timekeeper, day of volunteer manager, and managing shopping floor.
• Assist with the set-up of, and the restocking of the shopping floor for the event and neighbor waiting area.
• Oversee pre, during, and post-event timelines.
• Act as the point person between the church host (Franklin First United Methodist Church or FFUMC) and GraceWorks.
• Update Manger Manual composed of granular specifications and big picture items surrounding the event that will act as a handbook for the following year’s running of the event; save to the GraceWorks OneDrive.
• Organize and host Manger debrief meeting with all pertinent stakeholders the week after the Manger; save all minutes and documents to the GraceWorks OneDrive.
• Gift Coordination
• Coordinate gift collection or gift purchases with any outside vendors.
• Act as GraceWorks’ liaison for Toys for Tots.
• Coordinate with Toys for Tots for toy drives:
• Attend pertinent Toys for Tots meetings.
• Procure Toys for Tots toys and process.
• Communicate with Toys for Tots collection sites, provide boxes to these sites, schedule pick-ups from these sites, and keep running a list of participating sites with contact information.
• Coordinate with the Director of Operations and Volunteer Manager to set up and manage the volunteer group inventorying days.
• Communicate with Operations when gifts should be delivered to the event site.
• Purchase additional gifts based on Operations gift inventory and neighbor services registration data.
• Coordinate post-event delivery or pick up of donations to partnering non-profits.

Qualifications

To perform this job successfully, an individual must have a high ability to multitask and give attention to detail. Must have significant experience with Salesforce or a high degree of experience with a similar platform. They must have a professional and friendly writing style that effectively communicates on behalf of the Director of Development. Must exercise confidentiality with sensitive materials. Working knowledge of Microsoft Suite or comparable programs is a must. Individuals must be able to perform each essential duty satisfactorily. The requirements listed below represent the required knowledge, skills, and/or abilities. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education

High School Diploma degree
Experience and a high degree of comfort with Microsoft Office Suite, Microsoft Teams, and Google Suite
Understanding/acquaintance with task and project management applications/concepts
Knowledge of Salesforce Nonprofit CRM or other related systems

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 essential functions. While performing the duties of this job, the employee is required to stand, walk, sit, use hands to feel objects with tools or controls, reach with hands and arms, talk, and hear. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is exposed to moderate noise levels in the work environment. Family Resource Centers, Early Learning Centers, and other community hubs, where much of the casework takes place, host a variety of activities by a variety of providers and are located in communities that serve families with low income.

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Position: Family Collective / Neighbor Services Assistant

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