Description

Description

This role provides essential administrative and clerical support to ensure smooth daily operations within the department. It includes managing documents, correspondence, scheduling, office supplies, and routine communication with staff, volunteers, and visitors. The position also supports volunteer program coordination by assisting with applications, onboarding, scheduling, events, and record maintenance. Additional responsibilities include supporting and attending community outreach efforts for the Explorer and PAL programs, preparing basic reports, and helping maintain accurate program information. The role contributes to overall agency effectiveness by performing duties with professionalism, organization, and timely follow-through.

Duties 

• Assist with coordinating all aspects of the VIPS, PAL and Explorer programs, including recruitment strategies, onboarding, and ongoing program operations.
• Manage the volunteer application and selection process, including outreach, application review, fingerprinting, background checks, and record retention, in collaboration with the background investigations unit and Human Resources.
• Conduct volunteer orientation sessions and assist in planning, coordinating, and delivering required training.
• Maintain volunteer files, training records, manuals, and related documentation to ensure accuracy and compliance with agency and legal requirements.
• Coordinate volunteer schedules, assignments, and resources across agency operations and county entities, ensuring effective coverage and resolving scheduling conflicts.
• Review, document, and report volunteer-related incidents, grievances, or concerns in accordance with policy.
• Issue and track badges, uniforms, equipment, and supplies for VIP Sand Explorers; support PAL uniform and equipment coordination as needed.
• Support and maintain partnerships with community groups, internal divisions, and external organizations to advance VIPS,
• PAL, and Explorer program goals.
• Represent the agency at community events, meetings, boards, and committees; lead volunteer-related community engagement activities.
• Gather, compile, and prepare information for required monthly and annual reports, including contributions from SSYS staff and fundraising efforts.
• Track program expenditures in collaboration with the PAL and Explorer Coordinators and assist with required reporting to external groups.
• Draft, proofread, edit, and format correspondence, memoranda, forms, grant proposals, and related program documentation.
• Prepare, update, and distribute manuals, handbooks, flyers, registration materials, and other documents to ensure accuracy and compliance.
• Review reports, files, and documents for completeness and accuracy and ensure discrepancies are corrected.
• Record, track, and follow up on required correspondence, responses, and document submissions.

Requirements

LICENSES, EDUCATION AND EXPERIENCE REQUIREMENTS:

• High school diploma or its equivalent required.
• One (1) year of coordinative or administrative support work experience required.
• Obtain Notary Public Certification within 6 months of hire required.
• Accurately type 25 WPM
• Proficient in Microsoft office products
• Speak and understand the English language