Finance and Administration Associate
Reports To: Chief Financial Office
Exemption Status: Full-time non-exempt position
Work Week: 37.5 hours
The Finance and Administration Associate provides administrative and accounting support to all Foundation staff and maintains office operations.
•Display a courteous, cheerful manner in answering the telephone and greeting the public. •Support all staff as needed with administrative tasks.
•Prepare and maintain all Board of Directors documents and Board calendar.
•Maintain the general filing system: potential, current and future donors and funds, resource materials.
•Keep office machinery in working order; call mechanical support as needed.
•Assist in special events planning and administration.
•Order and maintain inventory levels of printed materials, i.e., letterhead, envelopes, brochures, etc. and inventory levels of all supplies.
•Other tasks as assigned.
•Daily monitoring of firstname.lastname@example.org email.
•Daily clearing of checks and monitoring bank account balances, including the investment cash management account.
•Managing cash balances and request required transfers or redemptions to meet operational or investing cash needs.
•Verification and printing of operational and grant check requests.
•Entering checks in our tracking spreadsheet and on our bank’s fraud protection application.
•Documenting approved cash transactions in our bank and investment accounts; bank transfers, auto pays (credit card and other activity), ACH/EFTs, capital calls, capital distributions and stock gifts.
•Assist with checking account reconciliations.
•Investment Reports – Assist in obtaining monthly/quarterly investment reports and updating the monthly balance activity report.
•Financial Closing – Assist with assigned monthly journal entries.
•Manage monthly employee expense accounts and reconcile KeyBank credit card statement.
•Input daily cash receipts, credit card payments and stock gifts, entering the new gift records to ensure accurate and timely processing, tracking, reporting and acknowledgement of gifts. •Complete the bank deposit weekly or 2x/week as needed.
•Prepare and mail acknowledgement letters.
•Create and produce reports and lists from the database as needed. Qualifications
•Minimum of an associate’s degree or 5 years of office experience.
•Computer skills, experience with Microsoft Word and Excel, and accounting software.
•Ability to operate various office equipment including computer, printer, telephone, fax machine, photocopier and scanner.
•Must have a strong customer service orientation.
•Must be able to organize and prioritize work, be proactive, take initiative, resolve problems, follow through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner.
•Adhere to the guidelines outlined in our Employee Handbook.
•Experience and knowledge of the nonprofit sector, foundations, and investment management is a plus.
Each employee of The Community Foundation for the Greater Capital Region is an essential part of the whole. We are in the business of helping people and our community and how we interact with each other and build our internal community matters greatly. Each role also supports our overall mission to strengthen our community by attracting charitable endowments both large and small, maximizing benefits to donors, making effective grants and providing leadership to address community needs. As such, each employee of the Community Foundation is expected to:
•Work with integrity and respect toward:
O One another
O Our donors, volunteers, and the diverse communities with whom we interact.
•Offer a superior level of customer service.
•Provide a welcoming environment.
•Communicate and collaborate across the organization.
•Give, and should expect to receive, clear expectations.
•Work with an eye toward improvement, innovation and developing individual and organizational capacity.
•Take personal responsibility for the accuracy and completeness of his/her own work.
•Offer and request assistance to and from fellow employees in reviewing work for accuracy.
While performing the duties of the job the employee is regularly required to sit, maneuver around building, stand, kneel, stoop, crouch, reach with hands and arms, talk and hear. Employee must regularly lift and move up to 10 pounds and frequently lift and move up to 25 pounds.
This is a full-time position requiring 37.5 hours per week. Work hours are 9:00 a.m. to 5:00 p.m.