Administrative Assistant

CHRISTIAN OUTDOOR MINISTRY

ADMINISTRATIVE ASSISTANT GENERAL SUMMARY OF RESPONSIBILTIES

Administrative assistant position: Able to work independently, be able to prioritize and schedule duties and projects to complete tasks in a timely manner.  30-40 hours per week.  Work remotely on Monday and Thursday (Occasionally on Fridays per unfinished projects). $30,000 to $40,000 (based upon experience, availability, and abilities). Review after 6 months.  Paid vacation. Contract Labor, must file a 1099 for taxes.

Administrative assistant will perform clerical and administrative tasks including, but not limited to:

• Drafting letters, emails, and Power Point Presentations
• Social Media Posts (FB & Instagram)
• Perform basic accounting and bank receipt reconciliation. Using Excel spreadsheets
• May also be requested to arrange travel and accommodations.
• Assist and/or coordinate fundraising events (major fundraiser each fall)
• Create and post e-newsletters promoting hunts, fishing, and other COM events. (Constant Contact)
• Maintain and track event registration, payments received, participant applications and liability forms have been submitted. Using Excel spreadsheets
• Additional general clerical tasks including mailouts, business phone calls, maintaining office supplies, etc.

   

  DETAILED JOB DESCRIPTION
  

  SKILLS:  Microsoft Word, Excel, PowerPoint, Social Media (FB, Instagram, Constant Contact, Mailchimp), Ticket Tailer. Email communication skills (writing, attaching documents, etc.). Document editing and proofreading, basic banking and accounting knowledge, proficiency with printers, scanning documents, organization and filing.  Database management.  Coordinate, book, and confirm business and personal travel arrangements (flights, hotel, car rental, etc.)

  GENERAL OFFICE:

  1. ASSIST DANNY WITH BUSINESS AND MINISTRY EMAILS (WRITE AND SEND AFTER HIS REVIEW)
  2. ASSIST WITH ANY HARD COPY MAILOUTS RELATED TO C.O.M. (MOST COMMUNICATION IS DONE VIA EMAILS)
  3. ORDER OFFICE SUPPLIES, HUNTING SUPPLIES, ETC. AS REQUIRED OR REQUESTED.
  4. MAINTAIN AND ORGANIZE STORAGE ROOM
  5. MAINTAIN FILES ELECTRONICALLY (OUTDOOR EVENTS, HUNTS, VOLUNTEER TRAINING WORKBOOK, FUNDRAISER, ETC.)
  6. MAINTAIN PAPER FILES (BANK RECORDS, INSURANCE, ETC.)

   

  WEBSITE UPDATES:

  WORK WITH WEBSITE DESIGNER, TIM MUZZIN.  COM IS CURRENTLY UPDATING THE WEBSITE AND LAUNCHING A MORE USER-FRIENDLY WEBSITE THAT ALLOWS SHOPPING CART PURCHASES FOR ALL HUNTING AND FISHING EVENTS, GENERAL DONATIONS, AND WILL BE AVAILABLE FOR THE 2023 FUNDRAISER PURCHASE ITEMS.  HUNT REGISTRATIONS WILL BE ELECTRONICALLY RESERVED AND TRACKED.

  CURRENTLY – MAINTAIN EXISTING WEBSITE (WIX) WITH NEW HUNTING AND FISHING SCHEDULES, SPECIAL EVENTS, PICTURES, ETC.

   

  OUTDOOR EVENTS:

  EMAIL NEWSLETTERS (CONSTANT CONTACT OR MAILCHIMP). WEEKLY, MONTHLY EMAILS FOR ALL YOUTH EVENTS; PROMO 4- 6 WEEKS PRIOR TO EVENT WITH WEEKLY PROMOTION FOR 4 WEEKS UNTIL THE EVENT IS FILLED.

  VERIFY EACH HUNT PARTICIPANT HAS REGISTERED AND MADE THEIR PAYMENTS ON THE WEBSITE.  TRACK ALL REGISTRATION DETAILS ON EACH SPECIFIC HUNT SPREADSHEET.

  VERIFY EACH HUNT PARTICIPANT HAS COMPLETED THE APPLICATION AND LIABILIITY MEDICALFORMS. IF SUBMITTED ELECTRONICALLY, THEY WILL BE IN THE COM OFFICE GMAIL ACCOUNT MENTIONED ABOVE.  KEEP AN ELECTRONIC FILE AND SEND COPIES TO DANNY (AND/OR THE LEAD COORDINATOR PER HUNT) FOR A HARD COPY FILE.

  PROVIDE LEAD COORDINATORS A COPY OF THE SPREADSHEET SO THEY CAN CONTACT PARTICIPANT.

  AT LEAST ONE OR TWO WEEKS PRIOR TO HUNT; SEND OUT DETAILED HUNT FACT SHEET FOR DIRECTIONS AND PREPARATION ITEMS FOR EACH HUNT EVENT (TO REGISTERED HUNTER’S, MENTORS, GUIDES, ETC.).  (HUNT FACT SHEETS)

   

  SOCIAL MEDIA:

  POST PICTURES AND DETAILS ON FACEBOOK AND INSTAGRAM TO PROMOTE OUR EVENTS AND AFTER EVENTS (HUNTS, FUNDRAISERS, CLAY SHOOTS, ETC.)

  POST PERSON OF THE MONTH ARTICLES WRITTEN BY JANE RODGERS (CONSTANT CONTACT OR MAILCHIMP)

   

  EXPOS:

  A PRIMARY RESOURCE FOR ENLISTING NEW RANCHERS, VOLUNTEERS, AND YOUTH. VOLUNTEERS ARE NEEDED TO WORK THE BOOTHS.

  SEND INITIAL EMAIL ASKING FOR BOOTH VOLUNTEERS TO VOLUNTEER AT THE VARIOUS EXPO COM HAS A BOOTH. (TEXAS TROPHY HUNTERS, DSC, ETC). DANNY, AND BOARD OF DIRECTORS, WILL DO A FOLLOW UP TO HELP FILL THE SPOTS.

  BOOTH SCHEDULE TEMPLATE HAS BEEN CREATED. (LAPTOP)

   

  BANKING:

  MATCH RECEIPTS TO MONTHLY BANK STATEMENTS AND SEND RECEIPT COPIES FOR EXPENSES TO THE COM ACCOUNTANT.   PURCHASERS ARE RESPONSIBLE FOR PLACING ALL LABELED RECEIPTS IN THE RECEIPT DRAWER. – Deana Tabor to maintain until further notice

  MAKE WEEKLY CHECK DEPOSITS and forward copy to Deana Tabor – new assistant

  PAY RECURRING MONTHLY BILLS (AT&T PHONE & INTERNET, LIABILITY INSURANCE) – new assistant – forward copies to Deana Tabor

  MAINTAIN THE PAYPAL ACCOUNT; TRACK HUNT PAYMENTS / DONATIONS, ETC. MADE THROUGH PAYPAL – Deana Tabor to maintain

  PULL TITHE.LY REPORTS FOR SMP GLOBAL.  RECONCILE TO CHECKING ACCOUNT, PAY U.S. MISSIONARIES – Deana Tabor to maintain until further notice.

   

  BUDGET REVIEW:

  USING DATA FROM QUARTERLY FINANCIAL REPORTS FROM ACCOUNTING FIRM, CREATE OR UPDATE BUDGET REVIEW LINE ITEMS FOR ANNUAL BOARD MEETING. THIS REPORT IS USUALLY A SUMMARY AND NOT EXACT.

   

  BUSINESS PROMOTION:

  ASSIST IN DEVELOPING, UPDATING, AND ORDERING ALL PROMO GRAPHICS, BROCHURES, BUSINESS CARDS, SCHEDULE CARDS AND PROMO PIECES AS PER NEEDED.

   

  DATABASE:

  ENSURE THAT CONTACT INFORMATION IS ENTERED ON DATA BASE (CONSTANT CONTACT). INFO USUALLY COMES FROM:

  1. APPLICATION FORMS
  2. REGISTRATION FORMS FROM WILD GAME DINNER AND EXPO’S
  3. PRESIDENT, BOD’S, ADVISORY BOARD, ETC. ENLSISTMENT

   

  VOLUNTEER TRAINING CLASSES:

  SHARED RESPONSIBILITY WITH JUSTIN CRAWFORD (JUSTIN HAS TAKEN PRIMARY RESPONSIBILITY). JUSTIN MAINTAINS MINISTRY SAFE CLASSES HAVE BEEN COMPLETED BY NEW VOLUNTEERS.

  RESERVE MEETING LOCATION ONE TO TWO MONTHS IN ADVANCE.

  INVITE AND TRACK CONFIRMED ATTENDEES. 

  ELECTRONICALLY FILE COMPLETED VOLUNTEER COVENANT FORMS.

  ADD VOLUNTEERS TO DATA BASE AND SPRING AND FALL SCHEDULE SPREADSHEET

  MAINTAIN THE VOLUNTEER TRAINING GUIDE FOR THE VOLUNTEER TRAINING CLASSES.  PRINT COPIES FOR EACH PARTICIPANT

  EVENTUALLY ADD TRAINING MATERIAL TO THE WEBSITE.  (FUTURE GOAL)

   

  FUNDRAISERS:

  WGD FUNDRAISER GUIDE HAS BEEN CREATED AND IS FOUND ON THE COM LAPTOP.

  WILD GAME DINNER AUCTION & RAFFLE

  SUPPORT THE ANNUAL FUND-RAISING EVENT AS THE EVENT COORDINATOR. WILD GAME DINNER SHOULD HAVE SEVERAL “LEADS” IN PLACE TO ENSURE A SMOOTH EVENT.  LEADS ARE TO BE ENLISTED BY THE FUNDRAISER CHAIR AND CO-CHAIR AND/OR BOARD OF DIRECTORS.

  1. ASSIST DANNY AND JIM BREAUX WITH LOCATING A VENUE, IF NEEDED.
  2. ASSIST DANNY WITH ANY VENUE CONTRACT QUESTIONS. VERIFY ALL VENUE REQUIREMENTS ARE UNDERSTOOD AND FOLLOWED BY COM ORGANIZERS.
  3. LIASON WITH VENUE COORDINATOR FOR TABLE LAYOUTS, FOOD, ETC.
  4. CREATE WGD TICKET USING TICKET TAILER, LAUNCH AS PER DIRECTED (2022 WE HAD AN EARLY BIRD TICKET SALE PROMOTION). RE-LAUNCH NEW TICKET PRICE AFTER EARLY BIRD PROMO HAS ENDED
  5. PROMOTE TICKET SALES ON CONSTANT CONTACT OR MAILCHIMP, FB, INSTAGRAM
  6. MAINTAIN REGISTRATION LIST OF TICKETS SOLD AND GRATIS SEATING FOR GUESTS NOT EXPECTED TO PURCHASE A TICKET (DONORS, EXHIBITORS, ETC,)
  7. ASSIST DANNY WITH EMAIL PROMOTIONS TO INDIVIDUAL VIP’S.
  8. USING THE WILD GAME DINNER MASTER SPREADSHEET, TRACK ALL TICKET SALES, UPLOAD ALL LIVE AUCTION ITEMS, TRACK ALL EXPENSES, ETC. (REVIEW MASTER SPREADSHEET FOR ALL WGD CATEGORIES AND ACTIVITIES)
  9. ELECTRONICALLY FILE LIVE AND SILENT AUCTION ITEMS
  10. ENLIST VOLUNTEERS TO DO SEVERAL OF THE FOLLOWING:
  11. VERIFY THAT COM WILL USE EXISTING AUCTION PADDLES. IF ADDITIONAL PADDLES ARE NEEDED, EITHER PLAN ON MAKING THEM OR ASKING A VOLUNTEER TO DO SO.
  12. RAFFLE BAGS – CAROLYN TESCHEMACHER HAS PUT THESE TOGETHER FOR COM
  13. RAFFLE POSTER – HAVE A NEW ONE PRINTED BEFORE THE WGD. USE EASEL TO HIGHLIGHT JUST INSIDE THE BANQUET HALL
  14. PUT GUEST BAGS TOGETHER (PROGRAM, COM BROCHURE, SCHEDULE CARD, AND AUCTION PADDLE)
  15. ASSIST WITH BRINGING ALL SUPPLIES, TABLE DECORATIONS, ETC.
  16. ASSIST WITH SETTING UP THE WGD.
  17. TRAIN CASHIERS AND REGISTRATION VOLUNTEERS
  18. IF THERE IS NOT A LIVE AUCTION PROGRAM LEAD, EVENT COORDINATOR WILL NEED TO CREATE AND SUBMIT LIVE AUCTION WRITE UPS, PICTURES, AND ADS (IF DONORS SUBMIT AN AD). TIMELINE SENSITIVE – PROGRAM SHOULD BE COMPLETED AND PRINTED 3 WEEKS FROM WGD

   

  CLAYSHOOTS:

  COM HOSTS AN ANNUAL ADULT CLAY SHOOT AT ALPINE SHOOTING RANGE, FORT WORTH AND A YOUTH CLAY SHOOT AT ELLIS COUNTY SPORTMAN’ CLUB IN WAXAHACHIE

  1. 2022 YOUTH CLAYSHOOT WAS COORDINATED BY JASON ANDERSON AND BILL SAUNDERS. THEY PROMOTED AND ENLISTED THE SHOOTERS.  ASSIST WITH REGISTRATION AND ANY PLANNING DETAILS AS NEEDED.
  2. ADULT CLAY SHOOT - ASSIST WITH REGISTRATION, AS PER NEEDED. ASSIST DANNY WITH ANY PLANNING DETAILS.

   

  2023 FAMILY ADVENTURE WEEKEND AT MARLUC BELLA VITA:

  NEW FUNDRAISER FOR 2023.  PROMOTE AND TRACK REGISTRATION. 

  2023 – POSSIBLE YOUTH SUMMER CAMP