Volunteer Position Descriptions

Position Title: Parliamentarian

Reports To: Santa’s Castle Executive Director/President and Board of Directors. 

Position Objective:
To serve as a fair and impartial representative who guides orderly meetings and upholds the rules and procedures of Santa’s Castle.

Date Revised: April 2026

Responsibilities:

• • • Participate in monthly Board meetings as a voting member

    • Ensure Board meetings are conducted in accordance with proper procedures as outlined in Robert’s Rules of Order Newly Revised

    • Provide clear and accessible explanations of parliamentary procedure as needed

    • Support the Executive Director/President in managing virtual meeting components

    • Advise the Executive Director/President and Board on compliance with the Constitution and Bylaws

    • Administer electronic voting processes and submit results to the Administrative Director for inclusion in official minutes

    • Lead a biannual review of the Constitution and Bylaws; assist with JBLM Private Organization revalidation requirements

    • Attend and support organizational fundraising and community relations events, as available

    • Participate in toy distribution  

    • Perform additional duties as assigned by the Executive Director/President or Board in support of the organization’s mission

    • Handle sensitive information with discretion, maintaining confidentiality and ensuring compliance with privacy policies

    • Represent the organization in a positive and professional manner

    • Accurately record volunteer hours in the Volunteer Management Information System (VMIS)

    • Submit an annual Board report by April 30

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Special Skills and Qualifications:

• • • Demonstrates sound judgment and composure, contributing to balanced and effective board deliberations

    • Applies a governance-focused approach by interpreting and presenting issues in alignment with established policies, bylaws, and procedures

    • Strong research abilities with attention to detail and accuracy

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Time Commitment:

• January through November:
  Approximately 10-20 hours a month, depending on activities assisting with

• December:
   Approximately 30 hours a week during toy distribution. Distribution begins the Monday immediately following Thanksgiving and runs for approximately two weeks at JBLM and an additional 2–4 days at Naval Base Kitsap

Position Title: Treasurer

Reports To: Santa’s Castle Executive Director/President and Board

Position Objective:
Oversee the financial management and reporting of Santa’s Castle, ensuring accurate recordkeeping and compliance with all fiscal and contractual obligations

Date Revised: April 2026

Responsibilities:

• Participate in monthly Board meetings as a voting member

• Maintain accurate, itemized records of all receipts, disbursements, and supporting documentation

• Collect and track all accounts receivable

• Serve as an authorized signer on the operating account and as an authorized debit cardholder

• Disburse organizational funds in accordance with Board approvals

• Safeguard financial documents, passwords, and the keys to the safe

• Present a monthly financial report at each Board meeting; ensure financial records are available for Board review upon request

• Ensure compliance with AR 210-22 requirements, including:

  • • • Using a single-entry accounting method

      • Preparing the annual financial statement for audit in accordance with the Constitution (Article VIII, Section 4)

• Coordinate and complete the annual audit before June; facilitate additional audits upon a change in Treasurer; submit completed audits to the Administrative Director

• Co-sign all Board-authorized contracts and financial obligations with the Executive Director

• Chair the annual budget committee; prepare and present a proposed budget for Board approval in May

• Ensure timely and accurate filing of required tax returns

• Complete biannual revalidation requirements with the Private Organizations Office before the July 1 deadline

• Perform additional duties as assigned by the Executive Director/President or Board in support of the organization’s mission

• Ensure all donations received are properly documented and processed in accordance with financial procedures

• Attend and support toy distribution 

• Accurately record volunteer hours in the Volunteer Management Information System (VMIS)

• Submit a year-end board report by April 30

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Special Skills and Qualifications:

• Strong financial acumen, with the ability to manage nonprofit budgets, monitor financial performance, and provide clear financial insights to support board decision-making and organizational sustainability.

• Strong attention to detail and commitment to sound financial stewardship

• Ability to communicate financial information clearly and effectively to diverse audiences

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Time Commitment:

• January through November:
  Approximately 10-20 hours a month, with more hours needed during budget preparation, annual audits, and tax preparation

• December:
  Approximately 20-30 hours a week during toy distribution. Distribution begins the Monday immediately following Thanksgiving and runs for approximately two weeks at JBLM and an additional 2–4 days at Naval Base Kitsap

Position Title: Navy Ambassador

Reports To: Santa’s Castle Executive Director/President and Board

Position Objective: Serve as a liaison between Santa’s Castle and the Navy community by fostering strong relationships, identifying outreach opportunities, and promoting awareness of Santa’s Castle’s mission.
Date Revised: April 2026

Responsibilities:

• Participate in monthly meetings as a non-voting member of the Board using our virtual meeting option

• Serve as the primary point of contact between Santa’s Castle and the Navy community

• Identify and coordinate outreach opportunities on Navy installations and at military community events

• Promote Santa’s Castle’s mission, programs, and volunteer opportunities through presentations, briefings, and networking

• Stay informed about Navy community resources and initiatives to ensure effective and relevant outreach

• Assist in identifying Navy unit representatives and maintaining communication in coordination with the Unit Representative Coordinator

• Assist the Fundraising Manager in organizing and supporting fundraising efforts, donation drives, and special events within the Navy community

• Assist the Director of Volunteers in recruiting, engaging, and supporting volunteers from the Navy community

• Provide regular updates to Santa’s Castle’s Executive Director/President on outreach activities, opportunities, and community needs

• Represent Santa’s Castle in a positive, professional, and mission-driven manner at all events and engagements

• Support Pop-Up Santa toy distribution at Naval Base Kitsap

• Attend Santa’s Castle’s Open House in September at JBLM

• Work with sensitive information with discretion to maintain confidentiality and security to ensure compliance with the privacy policy

• Record volunteer hours in the Volunteer Management Information System (VMIS)

Special Skills and Qualifications:

• Strong connection to the Navy community

• Excellent communication and interpersonal skills

• Ability to build relationships and engage diverse audiences

• Self-motivated with strong organizational and time management skills

• Comfortable working independently while coordinating with a broader team

• Passion for community service and supporting military families

Time Commitment:

January–November:
Flexible; approximately 10–20 hours per month, depending on outreach activities, meetings, and events.

December (Toy Distribution Season):
Toy distribution begins the Monday following Thanksgiving and runs for approximately two weeks at Joint Base Lewis-McChord (JBLM), followed by an additional 2–4 days at Naval Base Kitsap (NBK).

• JBLM: Attend 1–2 distribution days (approximately 8 hours per day)

• NBK: Support distribution operations (approximately 8 hours per day)

Position Title: Social Media Coordinator

Reports To: Santa’s Castle’s Communication Director, Executive Director/President, and Board

Position Objective: Serve as the primary social media communicator, promoting Santa’s Castle services, benefits, and operational updates to enhance visibility and engagement

Date Revised: April 2026

Responsibilities:

·       Participate in monthly Board meetings as a non-voting member

·       Manage and maintain Santa’s Castle’s social media accounts, including content creation, scheduling, and curation

·       Ensure all social media content is accurate, timely, and aligned with organizational messaging and standards

·       Monitor social media channels and respond to questions, comments, and messages from the public in a timely, accurate, and professional manner, escalating inquiries when appropriate

·       Track and share basic social media performance metrics to help guide outreach efforts

·       Upload and organize photos and videos in the shared Board drive for organizational use

·       Attend and support fundraising events and community outreach activities as availability allows

·       Provide on-site support during toy distribution events

·       Handle sensitive information with discretion, maintaining confidentiality and compliance with organizational privacy policies

·       Represent Santa’s Castle in a positive, professional, and mission-driven manner across all communications

·       Record volunteer hours in the Volunteer Management Information System (VMIS)

Special Skills and Qualifications:

●      Strong written and verbal communication skills

●      Working knowledge of major social media platforms (e.g., Facebook, Instagram)

●      Basic content creation skills (captions, photos, and short-form video)

●      Ability to collaborate effectively with volunteers and Board members

●      Strong organizational skills and attention to detail

●      Ability to manage time and meet deadlines in a volunteer role

●      Professional, respectful online presence and communication style

●      Commitment to maintaining confidentiality and supporting the organization’s mission

Time Commitment:

• January through November:
  Flexible based on posting volume and experience, averaging approximately 5–10 hours per week

• December:
  Approximately 30 hours a week during toy distribution. Distribution begins the Monday immediately following Thanksgiving and runs for approximately two weeks at JBLM and an additional 2–4 days at Naval Base Kitsap

Position Title: Fundraising Assistant

Reports To: Santa’s Castle Fundraising Manager, Executive Director/President, and Board of Directors

Position Objective: Assist the Fundraising Manager in implementing fundraising strategies to support the goals and objectives of Santa’s Castle

Date Revised: April 2026

Responsibilities:

•  Participate in monthly meetings as a non-voting member of the Board

• Assist the Fundraising Manager in soliciting funding, toys, and experience donations throughout community organizations

• Attend and support Santa’s Castle fundraising and community relations functions when available

• Participate in toy distribution

• Work with sensitive information with discretion to maintain confidentiality and security to ensure compliance with the privacy policy

• Presents a positive and professional image for the organization

•  Record volunteer hours in the Volunteer Management Installation System (VMIS)

Special Skills and Qualifications:

• Confident and professional in both oral and written communications, with the ability to engage diverse audiences

• Strong networking and relationship-building skills to support donor engagement and outreach efforts

• Collaborative team player with excellent interpersonal skills and the ability to work effectively with board members, volunteers, and stakeholders

• Self-motivated with the ability to independently research, identify, and follow up on potential funding sources and community partnerships

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Time Commitment:

• January through November:
  Approximately 20 hours per month

• December:
   Approximately 30 hours per week during toy distribution. Distribution begins on the Monday immediately following Thanksgiving and runs for approximately two weeks at JBLM, plus an additional 2–4 days at Naval Base Kitsap.

Position Title: Inventory Assistant

Reports To: Santa’s Castle’s Director of Inventory and Executive Director/President, and Board

Position Objective:
Support efficient inventory operations by assisting the Director of Inventory with accurate tracking, receiving, and organization of donated items for Santa’s Castle

Date Revised: April 2026

Responsibilities:

• Participate in monthly Board meetings as a non-voting member of the Board

• Assist the Director of Inventory with inventory management and control, including maintaining accurate records and supporting effective inventory practices

• Support the Director of Inventory in conducting the annual inventory, to be completed by March 1st

•  Perform other duties as assigned by the Director of Inventory, Executive Director/President, or the Board in support of the mission and objectives of Santa’s Castle

• Attend and support toy distribution, including preparing, staging, and restocking inventory as needed

•  Assist with receiving, sorting, labeling, and organizing donated items according to established inventory procedures

• Communicate inventory needs, low-stock items, or operational concerns to the Director of Inventory

• Accurately record volunteer hours in the Volunteer Management Information System (VMIS)
  
  

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Special Skills and Qualifications:

• Strong attention to detail

• Basic numerical and recordkeeping skills

• Ability to work effectively as part of a team

• Physical ability to stand, kneel, and organize inventory for extended periods

• Ability to lift, carry, and move bags or boxes of inventory weighing up to approximately 40 pounds

Time Commitment:

• January through May:
  Approximately 10 hours a month, with more hours needed during annual inventory

• June through November:
  Approximately 20-30 hours a month

• December:
  Approximately 30 hours a week during toy distribution. Distribution begins the Monday immediately following Thanksgiving and runs for approximately two weeks at JBLM and an additional 2–4 days at Naval Base Kitsap.

• Hours will vary depending upon the number of toy donations and the number of assistants available