Volunteer Coordinator and Department Specialist

Performs specialized clerical duties to maintain and process records and forms in direct support of departmental programs; answers varied questions regarding departmental policies, procedures, and services; does related work as required. An employee in this classification performs specialized clerical functions. Although an incumbent will perform many of the same duties as a Department Assistant, they are also responsible for handling clerical functions requiring a specific knowledge of the departmental operations, policies, procedures, terminology, and governing laws.

An employee in this classification will be required to utilize discretion and judgment in the application of departmental guidelines and governing laws and regulations to perform assigned tasks. Responsible for all aspects regarding volunteers and the organization they work for, from recruiting new volunteers and promoting volunteer opportunities to conveying the organization’s purpose to the public. As volunteer coordinator, arranges all the details of volunteering and keeps all parties informed.

Supervises and trains volunteer workers and coordinates activities in organization to help strengthen and extend department services. Work is performed under supervision of the Animal Shelter Supervisor.

(Illustrative Only. Any single position in this classification will not necessarily involve all the listed duties below and other positions will involve duties which are not listed. These duties represent the essential functions needed of persons in this classification.)

• Organizes files and catalogs materials.
• Gathers data, posts, sorts, checks and maintains records, including receipts and money.
• Operates computer to access/update various files and programs; runs/prepares a variety of reports.
• Types forms, letters, memos, reports, and file cards; makes copies.
• Records information on various forms and documents.
• Provides assistance to and gathers information from the public in completing and processing required forms and/or to complete department-related functions.
• Answers questions and composes correspondence regarding departmental policies, procedures, and services.
• Handles dissatisfied individuals by identifying questions, problems and offering assistance.
• Assembles or compiles a variety of data from various records for incorporation into reports.
• Performs moderately complex mathematical computations such as percentages and interest to complete assignments.
• Recruits, interviews, trains, and classifies applicants for volunteer work and maintains database of volunteers and their skill sets and scheduling.
• Informs volunteers of policies, procedures, and standards of volunteer service and helps with continued training; reviews volunteer performance.
• Confers with volunteers to resolve grievances and promote cooperation and interest.
• Organizes and participates in community outreach programs with volunteer workers; ensures the organization’s purpose is conveyed to the public.
• Prepares code of conduct and policies and procedures to uphold organization’s values.
• Liaisons with other community groups for community service projects and volunteering.
• Other duties as assigned.

This position may direct volunteer workers, community corrections work crews, and/or other community groups, including youth organizations.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Considerable knowledge of different filing systems including alphabetical, numerical and chronological; business English, spelling and punctuation; general office practices and procedures; recordkeeping. Some knowledge of the operations, policies, terminology, and governing laws of the assigned department.

Excellent public relations skills and ability to remain calm, professional, and friendly in adverse situations.

High school graduation or equivalency; and one year of experience performing and or training; or any satisfactory combination of experience and training which demonstrates the knowledge, skills and ability to perform the above-described duties.

Possession of a valid Oregon Driver’s license; history of safe driving record.

Those employed in this position may be subject to pre-employment drug testing and a background investigation, including but not limited to criminal background investigation. Conviction of a crime will not necessarily disqualify an individual for this classification.