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.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
• 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.
CHARITABLE COMPLIANCE COORDINATOR RESPONSIBILITIES (All on an annual basis):
• 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.
RECEPTIONIST RESPONSIBILITIES:
• 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.
RELATIONSHIPS:
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.