ADMINISTRATION: Volunteer Coordinator Job Opening

The Volunteer Coordinator is an integral member of the Mayor's office staff. The Volunteer Coordinator will manage volunteer efforts across departments to increase citizen engagement with the City. Additionally, the Volunteer Coordinator will organize special events and meetings, and work at Front Desk of City Hall assisting with a range of secretarial duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Coordinate and promote volunteering with City of Rogers departments. This duty is performed about 60% of the time.

2. Work with City Departments to identify their need and desire for volunteers. Create volunteer job descriptions based on needs assessment. Descriptions include requirements, eligibility criteria, and supervisory structure.

3. Meet regularly with City Departments to determine seasonal and temporary needs. Meet with City Departments to assess their satisfaction and to identify problems with volunteers.

4. Design and manage volunteer application process. Create application forms and interview format. Develops and coordinates volunteer orientation, training, and written manual.

5. Follow up with volunteers to thank them for their service and to get feedback on their experience.

6. Adjust the volunteer program and positions as needed based on feedback from volunteers and City Departments.

7. Track and log volunteer hours. Award or recognize volunteers and groups for their service.

8. Recruit volunteers from civic groups (e.g. Lions or Rotary), religious congregations, youth organizations (e.g. Boy & Girl Scouts), high schools, companies, etc. Present volunteer opportunities at relevant meetings, and or via phone and email. Maintain web-based portal for volunteers to find opportunities.

9. Work with Public Relations Specialist to highlight volunteer accomplishments and need for volunteers to City residents.

10. Manage partnerships with community service/ volunteer driven institutions. Work with District and County Courts to identify appropriate opportunities for court-ordered community service. Work with Arkansas Works to identify eligible volunteer opportunities. Work with Senior Community Service Employment Program to find placements for long-term volunteers. Coordinate and document volunteer efforts with the Keep Arkansas Beautiful Program.

11. Initial contact for the Mayor's office; providing information and assistance; answering multiple phone lines and evaluating or addressing any questions, complaints or concerns from the general public or redirecting them to the appropriate person(s) or department for assistance. This duty is performed about 30% of the time.

12. Greet and assist incoming public to City Hall by promoting a positive public image and providing excellent customer service. Capable of using judgment and tact to direct visitors and callers to the appropriate department, county office, state agency, business, or individual.

13. Provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees (especially members of his or her own team), and have regular and reliable attendance that is non-disruptive.

14. Research and respond to public complaints and provide proper follow-up.

15. Accept incoming deliveries/packages for the building and ensure they are delivered in a timely manner to the appropriate parties, sort and distribute mail, and process supply orders from various departments.

16. Maintain a current knowledge of City projects, services, issues, and community events to provide information to callers and visitors. Research City records and respond to difficult or sensitive inquires, City Council agenda information, and City records from citizens, staff, and elected officials.

17. Assist in researching special projects, develop, type and distribute reports and special presentations. Compose and type letters, memoranda, correspondence, proclamations, certificates, and other materials for department directors and Mayor.

18. Review website for outdated information and make recommendations to ensure the site meets the needs of the public.

19. Coordinate and organize various special events and organized meetings. This duty is performed about 10% of the time.

20. Issue garage sale and peddler's permits.

21. Perform any other related duties as required or assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

High school or GED, plus specialized schooling and/or on the job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc, plus 4 years related experience and/or training, or equivalent combination of education and experience.

COMMUNICATION SKILLS

Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization. Ability to write reports, business correspondence, and policy/procedure manuals; Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

CRITICAL THINKING SKILLS

Ability to solve practical problems and deal with a variety of known variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Must possess and maintain a valid driver's license.

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

Certified Volunteer Manager, or ability to obtain certification within 18 months

SOFTWARE SKILLS REQUIRED

Advanced: Word Processing/Typing

Intermediate: Other

Basic: Accounting, Alphanumeric Data Entry, Contact Management, Presentation/PowerPoint, Spreadsheet

INITIATIVE AND INGENUITY

SUPERVISION RECEIVED

Under direction where a definite objective is set up and the employee plans and arranges own work, referring only unusual cases to supervisor.

PLANNING

Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.

DECISION MAKING

Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance; the latter of which would affect the work operations of other employees and/or clientele to a moderate degree.

MENTAL DEMAND

Close mental demand. Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's administration and operations; also to determine or select material and equipment where highly variable sequences are involved.

ANALYTICAL ABILITY / PROBLEM SOLVING

Moderately structured. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.

RESPONSIBILITY FOR WORK OF OTHERS

Responsibility for work of others: Not indicated.

RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT

Occasionally responsible for organization's property where carelessness, error, or misappropriation would result in moderate damage or moderate monetary loss to the organization. The total value for the above would range from $5,000 to $150,000.

ACCURACY

Probable errors would not likely be detected until they reached another department, office or patron, and would then require considerable time and effort to correct the situation. Frequently, possibility of error that would affect the organization's prestige and relationship with the public to a limited extent, but where succeeding operations or supervision would normally preclude the possibility of a serious situation arising as a result of the error or decision.

ACCOUNTABILITY

FREEDOM TO ACT

Generally controlled. General processes covered by established policies and standards with supervisory oversight.

ANNUAL MONETARY IMPACT

The amount of annual dollars generated based on the job's essential duties / responsibilities. Examples would include direct dollar generation, departmental budget, proper handling of organization funds, expense control, savings from new techniques or reduction in manpower.

None. Job does not create any dollar monetary impact for the organization.

Modest impact. Job has some impact on the organizations end results, but still from an indirect level. Provides assistance and support services that facilitates decision making by others.

PUBLIC CONTACT

Regular contacts with patrons where the contacts are initiated by the employee. Involves both furnishing and obtaining information and, also, attempting to influence the decisions of those persons contacted. Contacts of considerable importance and of such nature, that failure to exercise proper judgment may result in important tangible or intangible losses to the organization.

EMPLOYEE CONTACT

Contacts with other departments or offices and also frequently with individuals in middle level positions; consulting on problems which necessitate judgment and tact in presentation to obtain cooperation or approval of action to be taken. Also, important contacts with associates as required in advanced supervisory jobs, plus frequent contact with senior level internal officials.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS

Occasional use of highly complex machines and equipment; specialized or advanced software programs.

WORKING CONDITIONS

Periodically exposed to such elements as noise, intermittent standing, walking, occasionally pushing, carrying, or lifting; but none are present to the extent of being disagreeable.

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.

While performing the functions of this job, the employee is continuously required to use hands to finger, handle, or feel, talk or hear; regularly required to sit, reach with hands and arms; frequently required to walk; and occasionally required to stand, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds; frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision; and color vision.

ADDITIONAL INFORMATION

Two years of volunteer recruitment or coordination strongly preferred. Fluency in both English and Spanish is ideal. Ability to read legal documents and contracts. Must have the ability to respond in a professional manner to common inquires or complaints from citizens, regulatory agencies, or members of the business community. Must have the ability to respond in a professional manner to common inquires or complaints from citizens, regulatory agencies, or members of the business community. Ability to speak to small groups about volunteer opportunities i.e.. civic clubs, churches, classrooms, etc. Speak/guide larger groups of volunteers at organized events.

Other Skills and abilities

Experience with (or ability to learn) Adobe Creative Suite, Adobe InDesign, website design, and photography skills. Ability to utilize both internal and external resources to obtain information and data necessary to carry out routine assignments and special projects. Ability to multi-task and prioritize work load with frequent interruptions. Position is required to work with frequent interruptions and tight deadlines to accomplish assigned responsibilities. Ability to work with difficult people. Occasional evening and weekend work necessary.