Updated 10/28/2020

Full Time Receptionist/General Office Assistant and Charitable Compliance Coordinator

CHARITABLE COMPLIANCE COORDINATOR FUNCTION:  Research State filing requirements and maintain database of State charitable registration requirements.  Organize, file, track and monitor Club and Region registration activity to ensure compliance with State regulations.

RECEPTIONIST FUNCTION:  Answers telephone and welcomes visitors; processes incoming and outgoing mail; maintains office supplies; assists Finance and Administration Director with building administration duties; webinar administration; general office duties; other duties as needed.


Ability to demonstrate sound judgement and diplomacy in dealing with people and situations, while providing Customer Service at the highest level. 
• Be organized with workflow while possessing accuracy and attention to detail.
• Possess excellent written and oral communication skills.
• Possess proficiency with computer skills in Microsoft Office Suite, Website and Database programs, as well as the ability to perform research on the web. 
• Equivalent to high school graduation.  Some college desirable.


• Update and maintain established spreadsheet of State Charitable Registration Requirements
    o Research changes in State laws, forms, limits etc.
    o Apply changes.
• File Charitable Registrations for new clubs/regions and process renewals for existing clubs/regions using State specific forms and regulations.
• Maintain a tracking system for determining registration requirements and compliance.
    o Provide assistance to RS, DC and Treasurers on an individual basis.
    o Provide forms and information to club and region volunteers.
    o Properly file/upload completed registrations.
    o Send reminders to club/region leadership as needed.
    o Communicate with management when non-compliance exists.
• Maintain spreadsheet/database of all Clubs/Region USPC Compliance for financial reporting on an annual basis. I.e.: Income Statement, Balance Sheet, IRS 990 forms.


• Telephones
    o Answers incoming calls and transfers to appropriate staff members.
    o Assists members with account log-in.
    o Checks Voice Mail first thing in the morning and other times as deemed necessary.
• Mail and General Administrative Support
    o Opens, date stamps, and distributes to appropriate staff according to established procedure.
    o Lists all checks received on daily list.
    o Copies all checks, giving the checks and a daily list to the bookkeeper.
    o Distributes check copies with backup to appropriate staff.
    o Checks E-mail several times throughout the day.  Responds to and disburses emails accordingly.
    o Assists with large mailings as needed.
    o Runs postage machine and UPS for all daily mail and shipments.  Sees that mail and shipments are properly set out for pick up.
    o Processes credit card payments.
    o Manages and schedules conference room calendar.
• FAX Machine
    o Distributes received faxes to staff.
    o Sends out-going faxes or monitors those sent by others, returning to sender with notation as to status.
• Office Supplies: Periodically inventories office supplies (weekly) and prepares purchase orders for needed supplies.
• Volunteer/Member Assistance
    o Assists with general navigation of the Pony Club secure website.
    o Assist members and volunteers who call with access and password questions for the database and the website.
    o Other projects as assigned
• Additional Tasks: Undertakes additional duties as requested by the Finance Manager or Executive Director.


Reports to the Finance and Administration Director and partners with all staff. Must work as a team member with all staff and volunteer leadership.


To apply, please send resume, cover letter and references to mainoffice@ponyclub.org.


Interested in doing an Internship at USPC? Visit the job description HERE.

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