Receptionist/Data Entry Clerk
hace 7 días
Bryan
Job DescriptionReceptionist/Data Entry Clerk Job Description Facility: Brazos Valley Food Bank (BVFB) Position: Full-Time (40 hours/week) Position Title: Receptionist/Data Entry Clerk Department Name: Development Reports To: Communications & Events Manager Pay Range: $15.44 - $17.66/hour Fund Development Manager Job Summary of the Receptionist/Data Entry Clerk The Receptionist/Data Entry Clerk (RDEC) assists with the initial experience of community members with the Brazos Valley Food Bank (BVFB0, whether in person or via the telephone. The RDEC is the first-person visitors to the Brazos Valley Food Bank (BVFB) see (visitors include individuals in need of food, education or training assistance, donors, volunteers, vendors, and/or other members of the community at large). The RDEC is responsible for answering incoming calls and routing those calls to appropriate staff. The RDEC also assists with donor satisfaction, by ensuring 1) accuracy and upkeep of thousands of electronic and/or paper donor files; 2) all donation acknowledgement letters and annual reports are drafted and timely sent to all BVFB’s donors. Other responsibilities include database report generation, filing, and oversight of shared marketing supplies (banners, signs, tablecloths). The RDEC will be called upon to assist with grant proposal requirements and/or assistance in planning and/or execution of Special Fundraising Events. Other duties that may be assigned include social media scheduling, website updates, and other specific clerical work. This RDEC position is 40 hours/week, 8:30 am to 4:30 pm Monday-Friday (with a 30-minute paid lunch). Overtime (time and 1/2) is paid when approved, worked, and needed. Reports to BVFB’s Communications & Events Manager and the Fund Development Manager (RDEC). Hybrid/remote work schedule is not available for this position. In Person & Telephone Responsibilities • Greeting, directing, and redirecting all visitors who enter through the Main Lobby to the appropriate location – Lobby waiting area, Volunteer Center/Volunteer Gallery or Client Services Center waiting area, • Instructing and enforcing all guests that are not volunteers to sign in and sign out, • Providing verbal directions to the Volunteer Center for new volunteers; thanking all returning volunteers, • Contacting appropriate staff when a guest of theirs [non volunteers] has arrived and seat him/her/them while they wait, • Following established procedures for unscheduled visitors - walk-in requests for food, unscheduled food, and fund donations. For large, unscheduled food donations, providing directions to the Edge Dock for unloading and communicating immediately to receiving staff that a donation is on the way, • Directing visitors to appropriate restrooms, • Answering telephone, routing calls to appropriate staff, per Phone Tree provided, • The following calls only will be handled directly by RDEC, • Providing directions to BVFB location, • Communicating our physical and mailing address and/or fax number, • Communicating BVFB hours of operations/confirming days open, • All calls for assistance should be route to the Food Assistance Ring Group (Ext 808), • All other calls should be routed directly to the appropriate phone extension, • Accept incoming mail brought to the Lobby by postal delivery personnel and follow established protocols for next steps, • Carefully and accurately input all methods (cash, check, credit card, ACH, gifts of stock, etc.) of monetary gift data and donor information detail (demographics, gift amount, type of solicitation) into computerized, donor database software for gift tracking and acknowledgement, entering oldest to newest gifts., • Follow Accounting & Finance revenue coding for accurate entry into CRM, • Ensure safe and confidential storage of all donor information., • Responsible for all updates to electronic donor records in the CRM (address changes, deaths, divorces, do not solicit, etc.). Making sure these requests are also honored/kept up to date in Mailchimp donor email listservs, • Act as BVFB’s liaison with Donor Software, troubleshooting issues as they arise., • Create according to BVFB and IRS requirements, save and print Thank You letters in a timely manner. Provide printed and/or PDF copies of letters to the Fund Development Manager to review before getting signatures from the Executive Director, • Print envelopes, fold and stuff signed letters, and adhere postage. Provide complete letters to postal service personnel for mail out, • Download donor report files emailing to the Fund Development Manager so that they can review for accuracy before emailing to BVFB’s 3rd party direct mail firm before their deadline, • Run weekly reports of database entries for the Fund Development Manager to review and reconcile with Finance weekly deposit reportsMedia Organization/Communication Maintenance, • Maintain BVFB’s Media tracker of all Media interviews involving BVFB staff. Upload them to social media and the website when appropriate., • Upload and save all photos within this system, cataloguing check presentations in a way that all know who is in the photo and when the photos are taken., • When asked by the Communications & Events Manager, organize BVFB electronic photos into categories and into one central location, • When asked by the Communications & Events Manager, schedule social media posts in Co-Schedule, • Updating the BVFB website according to the Annual Website Audit, tracking Communication analytics monthly and scheduling social media posts according to BVFB’s annual content calendar when asked by Communications & Events ManagerSpecial Fundraising Event Assistance, • Assist with BVFB’s annual fundraising events, including but not limited to:, • Gathering or ordering/receiving and setting up of needed event supplies (food, decorations, props, etc.), • Maintain ongoing inventory of postage, printed letterhead, and envelopes, and reorderable event supplies (like disposable table covering, stickers, balloons, etc.), • Distribute and collect weekly cleaning checklist from janitorial service, providing documents to Distribution Manager for review, • Ensure Lobby water cooler is full, replacing when not. Ensure cups are available as well, • Document retention of items that require digital copies or filing, as instructed by leadership., • Maintain and upkeep the employee and Board of Directors directory, including sending out updated contact information when changes occur, when appropriate., • Ordering, facilitating process, and sending organization wide Holiday cards, • Assist with document imaging across all departments as neededOther Responsibilities:, • Communicate effectively, appropriately and in a timely fashion with supervisor, • Attend all staff meetings, • Attend and come prepared for all supervision sessions with supervisor, • Follow all organizational Policies & Procedures Educational High School diploma or GED • Professional customer service skills necessary., • Friendly demeanor necessary., • Strong communication skills, especially verbal. Ability to explain processes as well as facts. Ability to summarize what is being requested., • Ability to communicate equally with people of various backgrounds, • Ability to diffuse calls and visitors by being firm and holding boundaries, • Ability to physically assist food donors in processing donations (will involve carrying bags or boxes and walking over to the donation center to walk the donor through the process), • Follow-through necessary, • Strong organizational skills needed, • Ability to calendar important deadlines and dates and understanding of importance in referencing these often, • Demonstrated experience organizing paper and electronic files into systems that make sense and have worked for others, • Ability to prioritize tasks., • Attention to detail and accuracy necessary., • Takes pride in information being accurate/correct, • Enjoy cross checking work, ensuring all fields are filled out, • Particular on consistency of data (spelling, spacing, font, etc.), • Computer Stills Needed, • Strong computer skills, including mail merge, printing envelopes, etc., • Understanding of and ability to navigate database programs, • Experience with computer data entry across multiple data entry screens., • Proficient in Microsoft Office Suite Programs and Outlook (Word, Excel, Publisher, PowerPoint), • Past professional email writing and sending needed, • Technical/Clerical Skills Needed, • Knowledge of clerical and administrative procedures and systems such as paper and electronic filing saving and renaming files on a computer shared drive, etc., • Experience generating reports from the database for review by self and others., • Experience developing clerical systems/processes where none existed before., • Problem-Solving Skills Needed, • Being proactive with action – ability to assess a situation, independently problem-solve and act accordingly, • Understanding when to ask clarifying questions., • Ability to problem-solve independently but ask supervisor for assistance when those solutions do not work., • Has demonstrated initiative – takes ownership of responsibilities, makes note of problems, develops possible solutions and proactively shares those with supervisor well before deadlines and/or problems arise., • Personal Characteristics Desired, • Passion for the mission of feeding people. Having experienced the issue of hunger, a plus., • Curiosity about why things are done the way they are done (interested in the bigger picture), • Flexible – ability to pivot tasks when a new need, opportunity or challenge arises, • Possess high ethical standards and understand the importance of discretion. Understanding of confidentiality and how to handle situations that include it, • Ability to work collaboratively with other staff to complete tasks., • Experience working in a nonprofit setting, a plus., • Other WORKING CONDITIONS & DEMANDS OF THE JOB Mental Ongoing Demands: Maintain emotional control under stress. Physical Occasional Demands: Frequent sitting, keyboarding, and repetitive tasks. Lifting and carrying up to 25 pounds occasionally; reaching, bending, and stooping to retrieve or file records. Environmental Ongoing Factors: Work primarily in an office environment with frequent interruptions and deadlines. Environmental Occasional Factors: Occasional exposure to temperature variations when helping visitors in the Lobby, near front entrance. This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at anytime at the sole discretion of the Brazos Valley Food Bank. The Brazos Valley Food Bank is an Equal Opportunity Employer (EOE). Powered by JazzHR jUacTuMm2v