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American Heritage Girls

Support Services Administrative Assistant

American Heritage Girls
Cincinnati, Ohio, United States

Date Posted: 10/19/2012
Categories: Administrative
Job Type: Full-Time

Job Description:


Position title: Support Services Administrative Assistant

 Division: Support Services

 Status: Hourly, Non-Exempt


Reports to: Tawny Slaughter




Reports to: National Support Services Manager


Works with: Support Service Manager Team, AHG Staff, and

General Responsibilities

 Shares a Christ-like servant leadership spirit while working with the Support Services Team, AHG
Staff and volunteers. Administrative responsibilities include answering phones, preparing
correspondence and department mailings, writing and preparing department minutes and reports,
documents and spreadsheets; overseeing and assisting with department database entry as
needed; organizing the department with managerial direction, coordinating volunteers and
resources and keeping website and other communication modes up-to-date and current.

 Specific Duties including, but not limited to:

 I. Administrative
A. Approve fundraising activities, regional camp applications, level awards and adult
recognitions. Follow up on missing items and ensure all approvals have been
communicated to involved troops. Enter information into AHG database for reporting.
B. Recruit and select volunteers to assist with various department needs. i.e. quarterly
C. Oversees quarterly mailings, working with Support Admin/Database Coordinator to
D. Oversee and process all charter renewal paperwork and follow up on missing items.
Organize and process the charter renewal certificate mailing annually.
E. Assist Support Services Manager with proofreading and preparing electronic
documents, communication pieces for quarterly mailings as well as department needs.
F. Prepares minutes for all Support Services department meetings.
G. Oversee and assist with filing both paper and electronic files.
H. Request certificates of insurance from insurance company, forwarding them on to
requested party.
I. Assist with call management for the department.
J. Work with accounting department to prepare and mail program support fee invoices.
Assist Troops with inactive girl policy along with SSC. Follow up on late payments and
issue late fees.
K. Assist Support Manager with creating and sending out surveys using online survey
L. Work with Registration Team during peak membership time (September/October)
providing reports and assistance as needed to the SSCs.
M. Work with volunteers that assist with data entry and filing systems needs of the
N. Assist with conference convention needs, including coordination of workshops, adult
recognitions, registration needs etc. for conferences/convention.

II. Qualifications

A. Self-starter.
B. Membership database experience and knowledge of Sequel Pro database a plus.
C. Understanding of the AHG program and the needs of a volunteer a plus.
D. Professional demeanor in dress, behavior, attitude and loyalty to AHG.
E. Ability to multi task, organize, manage time, fulfill responsibilities in a timely manner.
F. Effective communicator with strong verbal and written skills.
G. Ability to train and retain volunteers.
H. Proficient in email, internet, MS Word and Excel, Data Base.
I. Experience in a not-for-profit environment is preferred.
J. Intermediate knowledge of Microsoft Word, Excel, Power Point and Outlook.
K. Excellent telephone, public relations, reasoning skills.
L. Proficient in time management and organization, with attention to detail.
M. Ability to occasionally lift up to 25 lbs.
N. Ability to walk long distances and/or stand for long periods of time, on occasion.
O. Strong desire to help others succeed.
P. High school diploma or GED required, college degree preferred but not mandatory.
Q. Agreement with AHG Statement of Faith necessary.