The Donor Relations Assistant is responsible for ensuring personalization, accuracy, and efficiency of the Automated Letter System and for writing special thank-you letters to selected donors. They are also entrusted with the donor awards program, agency archives, assisting the Donor Relations Marketing team and will collaborate closely with the Chief of Staff. The Donor Relations Assistant works closely with others to ensure accuracy, efficiency and a high level of teamwork and cooperation.

The Donor Relations Assistant is directly responsible to the Director of Marketing.

This position is hourly non-exempt.


The following duties and responsibilities are given as examples of the various types of work performed in this position.  Other duties and responsibilities may be assigned.

  1. Has an exceptional understanding of the Automated Letter System (ALS) and collaborates closely with the Chief of Staff in creating thank you letters in a timely manner to ensure donors receive the highest quality of personalized letter.
  2. Provides support and assistance in the handling of other special thank you letters as needed. Ensures that thank you letters for special file donors are handled in as timely a manner as possible.
  3. Handles complaints/concerns from donors in a most appropriate manner.
  4. Is cross trained with the Donor Relations Specialist.
  5. Assists members of the Donor Relations department and the President’s Office with reports, minutes, presentations, correspondence, and other clerical tasks.
  6. Fills requests for auto tags, decals, bumper stickers, nametags, desk plates and other items.
  7. Purchases or prepares and mails all awards, credentials and related correspondence to donors, Sheriffs, or appropriate persons and maintains appropriate records for awards issued to donors.
  8. Research and orders marketing materials in conjunction with the Director of Marketing.
  9. Maintains records and updates donor master file for all awards.
  10. Requests quotes and places orders for department supplies.
  11. Identifies, organizes, and assures proper care and control of the agency’s historical records (photographs, publications, and artifacts) including trademark and copyright registrations.
  12. Develops and maintains notebooks on the various buildings/places at each program including information on who the building was named for, groundbreaking ceremonies, dedications, renovations, and any other pertinent information.


The person filling this position must have at least a high school diploma and at least five years of experience in a responsible administrative or business management position. An excellent working knowledge of Microsoft Word and Excel is required. Extensive experience working with Raiser’s Edge software is preferred.


To perform this job successfully, an individual must be able to perform each area of responsibility satisfactorily. The requirements listed are representative of the knowledge, skills, and/or abilities required.

  1. Must be a student of good business and administrative procedures and can teach the need for good business and administrative practices.
  2. Must have the ability to write clear, concise, and readable guidelines and policies.
  3. Must have the ability to compose and format complex letters within the Automated Letter System to ensure donors receive high quality, personalized letters.
  4. Must have the ability to prioritize multiple projects, plan and organize work, and follow through to completion.
  5. Must have the ability to manage stress, exercise sound judgment, and pay particular attention to detail.
  6. Must have the initiative to work independently to complete work assignments on time with minimal supervision.
  7. Must have the ability to work with computers and other equipment, as well as a variety of software including Microsoft Word and Excel.
  8. Must have the ability to read and interpret documents such as operating, instructional, and procedural manuals.
  9. Must have the ability to apply, common sense understanding to conduct instructions furnished in written, oral or diagram form.
  10. Must have clerical, math and typing skills sufficient to meet minimum standards of the Youth Ranches skills test.
  11. Must demonstrate discretion in judgment and thoroughness in ensuring high quality of work.
  12. Must have skill in working cooperatively with others.
  13. Must have a valid Florida Driver License and be able to maintain a safe driving record consistent with agency policy.


The physical requirements described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, sit, talk, hear and reach with hands and arms and use hands to finger, handle or feel. The employee may occasionally lift and/or move objects weighing up to 25 pounds. Specific vision abilities required by this job include close, distance, color, peripheral, depth perception and the ability to focus.


Work is performed in an office environment. Occasional travel will be required. There are no special conditions.


$15.50 Hourly


Open until filled.


For more information, please contact:

John Szaroleta, Director of Marketing, 

Job Category: Donor Relations Assistant
Job Type: Full Time
Job Location: Main Office - Live Oak

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