RSVP Assistant

Must have the physical, developmental, and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated below: 

MAJOR FUNCTION 

Acts as the Assistant to the RSVP Coordinator, conducting office work involving varied and complex independent work assignments within procedures and policies of the assigned office. 

ILLUSTRATIVE DUTIES 

• Performs position duties in a manner that promotes customer service to all relationships, internal and external, treating all persons with courtesy and respect.

• Engages in effective team participation through willingness to assist and support coworkers, supervisors, and other work-related associations.

• Contributes to a positive, respectful, and productive work atmosphere.

• Regular attendance is required to meet the demands of this job and provide necessary services.

• Coordinate with designated staff in the placement of volunteers, periodic trainings, activities and special events. 

• Assists with the compilation of information for the preparation of reports.

• Prepares documents and on-line forms for the assigned office according to established practices and procedures. 

• Posts data, fiscal information or other record keeping data either by written notations or electronic computer equipment, applications, and databases.

• Follows procedures for processing invoices for payment and reimbursement ensuring that other recordkeeping matters are noted, recorded, and managed appropriately. 

• Enters, verifies, and ensures the accuracy of records within all database and reporting systems. 

• Prepares forms, memorandums, reports, letters, statements, agenda items, p-card reports, and purchase orders as directed. 

• Collects information to be utilized by the Communications Division, in the creation of a periodic newsletters, promotional materials, certificates and event invitations.

• Reviews various recordkeeping forms to ensure that reports, fiscal matters, statements, and purchase orders are calculated and extended correctly (i.e. daily, weekly, monthly, annually). 

• Maintains volunteer personnel and community partnership records to uphold grant, county, and federal compliances.

• Handles routine mail duties. 

• May oversee the work of others as assigned. 

• Performs related duties as required. 
   

KNOWLEDGE, ABILITIES, AND SKILLS 

• Knowledge of Business English, punctuation, spelling, and arithmetic. 

• Ability to understand and follow oral and written instructions. 

• Ability to work independently and adhere to prescribed routines and practices.

• Ability to meet and work in a courteous and effective manner with employees, volunteers, and the general public. 

• Must be familiar with utilizing Microsoft Office applications. 

MINIMUM QUALIFICATIONS

• Graduate of an accredited high school or possess an acceptable equivalency diploma and have a minimum of two (2) years office/clerical or customer service experience. 

• Possess a valid driver’s license and be able to secure a valid Florida driver’s license at the time of employment. 

SPECIAL PREFERENCE

 Prior experience utilizing Volunteer Reporter and/or Volgistics database applications preferred. 

SPECIAL REQUIREMENTS

 Must complete Federal, State and Local Background Screens and FBI Fingerprint prior to employment.

This position may be required to report for work when a declaration of emergency has been declared in Polk County.  This position has a disaster response role of assisting in the Disaster Volunteer Reception Center.