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Volunteer Records Specialist

Job Title
Volunteer Records Specialist
Job ID
HOUSTON,  TX 77098
Other Location
Imagine having the opportunity to create a meaningful employment experience, one that meets your career goals and your desire to do socially responsible work.
What type of organization would you choose?
For more than 100 years, Girl Scouts has helped girls develop the skills and confidence they need to succeed in every area of life. From the youngest Girl Scout to our graduating high school seniors, we believe in the power of the girl to become a G.I.R.L (Go-getter, Innovator, Risk-taker, and Leader). Through our programming, girls are exposed to a vast array of educational topics such as the arts, entrepreneurship, the outdoors and STEM. In Girl Scouts, girls learn what it takes to be a leader. The leadership program for girls is based on the Girl Scout Leadership Experience model, which allows girls to discover a positive value system and a strong sense of self, connect with others, build healthy relationships, identify causes that are meaningful, and take action to make the world a better place.
Volunteer Records Specialist
The Volunteer Records Specialist is responsible for providing clerical assistance to Volunteer Management Services staff and volunteers in organizing and performing daily work with volunteer files, including but not limited to volunteer onboarding, data entry, data integrity and file development and maintenance.
Essential Duties and Responsibilities include the following and other duties as assigned:
  • Support volunteer onboarding which includes assisting customers through the lead generation, conversion, support and renewal processes. May include following up with customers who do not complete online screenings on, processing paperwork, running CBCs, entering volunteer information in the Personify Volunteer Module or Salesforce and issuing troop leader and troop treasurer appointment letters.
  • Process volunteer role approvals in a timely manner based upon established protocols. Support process improvements that ensure volunteers a rapid placement process.
  • Continue to learn about and apply knowledge of the Council Enterprise System (CES), Salesforce, the council website and the Volunteer Toolkit so that the data management and business processes are supported and shared between the sub-functions of the Customer Service Department. This includes support of the conversion process during peak seasons and logging customer activity and support on contact records in Volunteer Systems.
  • Use data quality reports to review and audit information regularly, take action to resolve errors and ensure integrity and complete daily conversion work.
  • Be an advocate of and role model for case management by following case documentation best practices, assisting with case resolution and queue management (focus on personal, customer care, registration and management queues) and identifying and using solutions to improve the customer experience.
  • Perform clerical duties for Customer Service Department, specifically Volunteer Management Services, including data entry, opening and sorting incoming mail, file development and maintenance and processing outgoing mail.
  • Exceed customer expectations in providing customer service by responding to incoming calls, emails and in-person requests for volunteer records information and support.
  • Provide recommendations for volunteer management process improvements and customer service improvements as it relates to volunteer management.
  • Make appropriate problem-solving calls and reference calls as directed by the director or manager.
  • Assist with maintenance of supplies and printing needs of volunteer records materials to ensure adequate supplies are on hand for volunteer onboarding. Ensure forms are maintained and available in appropriate venues, and support materials packaging as appropriate.
  • Provide assistance to manager, volunteer records staff and volunteers in organizing daily work with volunteer files.
  • Act as a resource to customer service department to provide information relating to volunteer records.
  • On a rotational basis and during peak periods, provide direct customer service support through phone, email and in-person customer service.
  • Maintain knowledge and understanding of registrar and membership data processes to provide backup and peak season support as assigned.
  • Provide after-hours support as scheduled for customer service requests.
Additional Responsibilities:
  • Embrace and promote pluralism as an integral part of every activity and plan of Girl Scouts of San Jacinto Council.
  • Create a culture of Customer Service Excellence by treating each interaction as an opportunity to provide courteous, timely and quality service, and by exhibiting professional behavior becoming of the Girl Scout brand, Promise and Law.
  • Maintain Girl Scout uniform and GSUSA membership.
  • Work collaboratively on council initiatives.
  • Embrace a culture of philanthropy and make a personal gift to GSSJC and United Way.
  • Participate in conferences and staff meetings                                                                                    
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Education/Experience: High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
  • Computer Skills: Must be proficient in Microsoft Office (i.e. Excel, Outlook, and Word).
  • Language Skills: Bilingual English Spanish preferred.
We value our employees’ time and efforts. Our commitment to your success is enhanced by our competitive salary and extensive benefits package and future growth opportunities within the company. Plus, we work to maintain the best possible environment for our employees where people can learn and grow with the company. We strive to provide a collaborative, creative environment where each person feels encouraged to contribute to our processes, decisions, planning, and culture.
Pluralism Statement: Girl Scouts of San Jacinto Council is a pluralistic movement, committed to understanding our similarities and differences, building relationships and promoting a dialogue of acceptance and respect. Each individual involved must uphold the tenet that Girl Scouting is for all girls.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.