PT Position Available at Schoolhouse Supplies

Office Assistant

Position Summary

The Schoolhouse Supplies Office Assistant will support the organization’s programs and operations, including, but not limited to, development/fundraising, community engagement/volunteers, the Free Store for Teachers, Tools for Schools, Schoolhouse Supplies Online, and the KGW School Supply Drive.

Hours and Schedule: 12-20 hours per week, with the higher hours during peak times. Flexible schedule possible during summer and school holidays and at times during school year.

Pay Rate:        $12-$13/hr

Reports To:     Community Engagement Manager

FLSA Status:   Non-exempt

Organizational Overview

Since opening our doors in 1999, our mission remains the same: to support public education in the Portland area by providing free school supplies to students in need.  We do this because we believe that every child deserves school supplies and has the right to a quality education regardless of circumstance.

In the schools we serve, on average, more than 7 out of every 10 children are enrolled in a federal nutrition program.  Parents struggle to secure food, housing, and medical care: school supplies just can’t be a priority.  Schoolhouse Supplies fills a gap, leveling the playing field so that all children have equal access to tools that allow them to achieve academic success and feel confident.  With the community’s support, Schoolhouse Supplies has distributed over $26 million in free school supplies.

Position Description

Timely and precise data entry, data and report processing, and database maintenance for multiple programs.

Development: eTapestry data entry; donor gift processing and thank you letter preparation (this work is minimal at some times of year and reaches a peak during the KGW School Supply Drive (late Aug-Sept,) end-of-year giving (Dec-early Jan,) and Celebrity Spelling Bee (Feb.). Run reports and retrieve information from database. Import volunteer and donor information from respective databases and sources.

Community Engagement: Volunteer Impact data entry; collect group volunteer contact information prior to volunteer engagement and input into database to facilitate quick sign-in and follow up; log volunteer hours; pull other reports as needed.

Free Store: Occasional Vtiger inventory data entry, and assist with pulling reports as needed

Communications: update contact info in My Emma e-communication contact database as needed

Ensure accuracy of data and usefulness of database systems; track and manipulate information on Microsoft Excel spreadsheets

Program communication response, preparation and distribution:

Development: mail appeal preparation and assistance, may include creation of document and mailing lists, assembly of mailing materials, coordination with external printer or vendor.

Community Engagement: Group volunteer reminder info and confirmations, follow-up thank you correspondence; potentially respond to inquiries and schedule.

Free Store: phone calls to businesses and organizations to recruit and follow up with supply drive partners; school and donor communication support

Tools for Schools, Schoolhouse Supplies Online and other off-site school supply programs: support in fielding teacher/school/parent supply requests, document schedules and confirmations; program wrap-up thank-you’s and communication

Program support:

Free Store: answering phones; accepting and unloading supply donations; program logistics assistance, such as collection bin and poster distribution; supply pick up scheduling

Community Engagement: on-site event volunteer group support as needed

Program Event support

Additional duties as assigned

Knowledge, Skills and Experience

Demonstrated experience with CRM database and other software systems and tools, or track record of technology proficiency and the ability to quickly learn new systems

Highly proficient in Microsoft Office Suite and databases

Exceptional attention to detail

Ability to safeguard confidential information

Ability to take initiative, be self-directed, and prioritize multiple tasks with a proven ability to shift gears and manage multiple projects and priorities

Strong time management and organizational skills

Ability to collaborate with others in a dynamic & interdependent team environment

Demonstrated interpersonal, and communication skills to display professionalism with a diverse community of colleagues and contacts

Maintains punctual, regular and predictable attendance

Any combination of education and experience that provides at least two years of relevant experience.

Office experience preferred

Nonprofit/community experience and experience working with volunteers preferred

How to Apply

Please email a resume and letter of interest/cover letter to and be sure to include your last name in the subject line.

EOE Statement:  We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.


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