Office Administrator and Communications Specialist Position Available In Haywood, North Carolina

Office Administrator and Communications Specialist Haywood Habitat for Humanity Waynesville, NC 28786 Job Summary Responsible for providing support to the Executive Director/ Board of Directors, Family Selection, Family Support, Finance, and Construction Committees, coordinating new volunteers, and managing the office. Primary duties include data entry, mortgage processing, preparing several monthly reports, filing, check processing, copying, and reception. Furthermore, this position will be responsible for fielding program related inquiries, processing new volunteer requests, scheduling individual volunteers and groups in collaboration with the Construction Manager, and communicating with future homeowners to facilitate sweat equity and homeowner education. This position will also be staff lead for affiliate social media accounts; will need to work with Restore and Construction Managers, as well as Marketing consultants, to strategically establish and build an influential social media presence. Necessary Skills Must have excellent organizational and interpersonal skills and be a self-starter. Must create and maintain organized, orderly paper and computer filing systems for office. Must be proficient in Microsoft Office, Canva, WordPress, Mailchimp, and AI prompting. Must be able to generate mass mailings, reports, labels, and create, maintain, and merge database information into letters and labels. Must also be able to import data, tables, excel documents, and picture files into word documents. Must use a fax machine, copier, and basic phone system. Bilingual capability a plus. This position is full-time

• exempt. Benefits are provided as stated in the personnel policy. Responsibilities 1. Office Management/Maintenance a. Maintain and update all office equipment/supplies and keep updated paper and computer files on equipment. Arrange equipment maintenance
• as needed. b. Keep Admin offices tidy and neat. c. Pick up & process mail 2 times per week
• pick up mail on way to work
• Will be compensated for additional 15 minutes of time and mileage from Post Office d. Process all checks, mail deposits to bank, and forward all check copies and deposit information to Treasurer
• weekly e. Maintain & update donor database
• ongoing f. Write thank you letters to donors within 2 days of receipt of donation g. Run business errands
• as needed
• will be compensated for time and mileage h. Contact/place orders with vendors
• as needed i. Create labels from data base and handle mass mail outs for newsletters, homeowner announcements, special events
• several times per year j. Maintain & update all committee manuals, Habitat International Manuals and information, and marketing material. Keep at least 3 updated manuals of each committee on hand
• ongoing. k. Make copies for Board and committee member
• as needed. l. Answer/return phone calls/emails and keep daily phone log. Coordinate and forward all phone and email messages to proper committee members
• daily m. Forward all necessary Habitat International Information to committees and Board Members
• ongoing n. Keep office supply inventory and forward order lists to Executive Director/Board President
• ongoing 2.

Family Selection a. Maintain and make copies of pre-application/application packets b. Speak with prospective clients. Perform initial screening of partner families c. Mail out pre-application/application packets to families who meet initial criteria d. Maintain paper and computer files of applicants’ information (pertinent documents) throughout selection process e. Note all missing documents for applications and notify applicants via phone and mail f. Mail letters of intent to new partner families

• as needed g. Update and maintain Family Selection Committee Manuals
• ongoing h. Create reports as needed 3. Family Support a. Partner Families i. Maintain paper and computer files of sweat equity hours
• weekly ii. Forward all sweat equity updates to family support committee members
• weekly iii. Maintain and copy family homeowner booklets for partner families
• as needed 4. Volunteer Coordination a. Call all website potential volunteers. Email/mail Volunteer Information Packets to them (Fact Sheet, Insurance Waiver, General Worksite Information, Map, and website information)
• ongoing b. Keep database on all prospective volunteers
• ongoing c. Keep 20-30 Volunteer Information Packets on hand in office
• ongoing d. Forward pertinent information to proper committee chairmen
• ongoing e. Maintain and update all volunteer databases
• weekly f. Maintain and update all worksite insurance waiver files
• weekly g. Train office/data entry volunteers
• as needed 5. File Management a. Maintain & update computer databases and email distribution lists on Habitat International, volunteer committees and members, Board of Directors, volunteers, prospective volunteers, vendors, contractors, and potential and homeowner families
• ongoing b. Maintain & update Family Selection files on potential homeowner families
• credit reports, screenings, tax forms, other pertinent documents
• ongoing. c. Maintain & update newsletter/address distribution lists
• weekly d. Maintain & update donor database
• ongoing e. Maintain & update Sweat Equity hour files on all partner families
• weekly f. Maintain & update Social Services Agency Directory
• as needed g. Maintain & update paper files on homeowner families including closing documents, mortgage delinquencies, and any other pertinent information
• ongoing h. Maintain & update Habitat International Documents, BAHFH administrative, legal & financial documents, marketing information, committee manuals, and monthly Board of Directors meetings
• ongoing i. Maintain & update Sexual Offender Checks on all new partner families & key volunteers
• annually j. Run, maintain & update Credit Record checks on all new partner families
• as necessary 6.

Media Relations:

a. Monitor, manage, and update the editorial calendar to reflect marketing strategy and communications priorities, incorporating ad hoc events as they arise. b. Create, post, and share high-quality, compelling, and relevant content about HHfH programs, campaigns, and mission-related news, etc. via social media channels including website, Instagram, and Facebook. c. Develop creative and innovative media (such as graphics and videos) to promote events, campaigns, and programs d. Design social media toolkits to engage users in amplifying our programs ad campaigns e. Monitor social media accounts and interact with users f. Collect and review data to gauge and / or improve the effectiveness of social media strategies g. Research and evaluate paid/ earned/free digital, print, and broadcast media opportunities to increase the visibility of HHfH’s programs and campaigns h. Stay informed of the social media space, digital marketing, and emerging content trends, monitoring for conversations, activities, and developments that may serve as opportunities for HHfH i. Lead the ideation and implementation of other social media strategies to help HHfH achieve our goals j. Write Compelling stories and copy related to HHfH future homeowners, affiliate volunteers, and staff/ team members via in person interviews and questionnaires; and manage media restrictions and privacy concerns of said stakeholders k. Lead editor on Quarterly Newsletter 7. Grant Writing and Reporting a. Work together with the Executive Director to identify, draft, submit, and report for various grant funding opportunities. b. Work together with Executive Director to set up, organize, and analyze database and files associated with existing and future grant reporting and processing requirements c. Work together with Executive Director to ensure compliance with all funding source guidelines. Skills and Experience Proven experience in office management or administrative roles. Strong organizational skills with the ability to prioritize tasks effectively. Proficiency in using phone systems and office equipment. Familiarity with QuickBooks is a plus but not mandatory. Excellent verbal and written communication skills. Ability to work independently as well as part of a team. Attention to detail with a commitment to maintaining accuracy in all tasks. If you are passionate about creating an efficient office environment and possess the necessary skills, we encourage you to apply for this exciting opportunity.

Job Type:

Full-time Pay:

$17.94

• $22.

71 per hour Expected hours: No more than 40 per week

Benefits:

401(k) 401(k) matching Dental insurance Employee discount Life insurance Paid time off Professional development assistance Retirement plan Vision insurance

Schedule:

8 hour shift Monday to

Friday Work Location:

In person