Job Description
JOB DESCRIPTION
CLASSIFICATION: Operations Support Specialist (On Site - Rockville MD)
DEPARTMENT: AMVETS NSF Finance Department
EMPLOYEE STATUS: FLSA Non-Exempt (Full-Time)
Salary Range: $60,000 to $70,000
Organizational Relationships:
This position reports directly to the Chief Financial Officer (CFO) and will support the Executive Director/CFO in their daily operational and administrative tasks. The successful candidate will be the first point of contact for all visitors and callers. The individual must present a professional appearance and demeanor, combining front-desk reception duties with broader operational and administrative support functions.
Operations Support Responsibilities (70%):
- Provide general administrative assistance to the Chief Financial Officer (CFO).
- Respond to routine requests for information from internal and external stakeholders.
- Process flag and materials requests from donors and members; coordinate fulfillment with mailroom staff.
- Assist with meeting logistics, including room scheduling, setup, and preparation of materials.
- Support the implementation of administrative procedures and ensure adherence to organizational policies.
- Serve as a logistics point-person during operational events, office closures, or high-volume periods.
- Maintain organization records and databases, and enter and update contact and donor information in Charity Engine or other CRM platforms.
- Assist with special projects and perform other duties as assigned.
Front Office Responsibilities (30%):
- Answer incoming telephone calls via the VOIP system and promptly direct callers to appropriate staff members.
- Retrieve, respond to, and/or route voicemail messages from the main line daily.
- Greet and direct visitors courteously and professionally, creating a positive first impression of AMVETS.
- Provide basic organizational information to callers and visitors, including address, directions, website, and department contacts.
- Transfer calls to voicemail when staff members are unavailable.
- Maintain and organize the reception area to ensure a clean, welcoming, and professional environment.
- Coordinate express mail and courier deliveries (FedEx, UPS, etc.).
Knowledge and Skills Required:
- Excellent verbal and written communication skills.
- Superior customer service orientation and interpersonal skills.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Experience with nonprofit CRM systems (e.g., Charity Engine) is preferred.
- Ability to manage multiple priorities and function effectively in a dynamic office environment.
- Strong organizational and time management skills.
- Ability to lift up to 25 pounds on occasion.
Physical and Environmental Demands:
The position is based in a front-facing area with high foot traffic and frequent phone interactions. The ability to work efficiently under constant interruption is required. Much of the work is computer-based.
AMVETS is an Equal Opportunity Employer:
AMVETS provides equal employment opportunity to all employees and applicants in accordance with applicable federal, state, and local laws.