Office Administrator, Allegan County Community Foundation

Definition of a Community Foundation:

A tax exempt, nonprofit, autonomous, publicly supported, philanthropic institution comprised primarily of permanent funds established by many separate donors for the long-term diverse, charitable benefit of the residents of a defined geographic area.

In simple terms, the Allegan County Community Foundation helps to build and strengthen the communities within Allegan County by making it possible for a wide range of donors to participate in creating and growing permanent funds to meet present and future needs of the residents of our communities. The Foundation provides leadership and problem-solving for the present while building permanent funds to prepare for the future.

Responsibilities: 

The Office Administrator is responsible for the office administrative operations of the Community Foundation, including record keeping, processing of invoices, donations, grant and scholarship distribution, some general accounting, reception, scheduling, and office management duties.

PRIMARY DUTIES

  • Assumes responsibility for the financial practices of the Foundation including processing invoices, donations, transferring of assets, payroll, and payment of scholarships and grants. [The Foundation outsources financial activities to third party business associates; however, each form of financial activity (payment of grants, receipt of donations, payment of scholarships and bills, etc.) requires detailed communication between the ACCF and the third party associate;
  • Tracks donors, updates donor information and maintains donor database;
  • Conducts audit prep and follow-through;
  • Works with third party business associates on financial reporting;
  • Works with the CEO/ Executive Director on budget preparation and monitoring;
  • Handles purchasing including investigation of products/ services, service contracts and pricing;
  • Serves as the direct assistant to the CEO/Executive Director; calendar management, report preparation, research, follow-up to emails and phone calls, data tracking, etc.;
  • Serves as reception and the initial face of the Foundation; welcoming in-person and phone guests;
  • Coordinates events, meetings & special projects;
  • Provides input and tracking of the budget/expenses, tracking inventory
  • Initiates service calls and oversees office maintenance needs;
  • Processes gifts, acknowledgement letters, grants, scholarships, pledges, etc.;
  • Serves as staff to the Finance Committee; works with the Board Treasurer on a regular basis;
  • Answering the phone, filing, copying and other general office tasks;
  • Participates in ongoing professional development, and
  • Additional tasks as requested.
Qualifications: 

MINIMUM EDUCATION, TRAINING, AND EXPERIENCE

  • 3 years or more of experience in managing the financial operations of a business, nonprofit or grant making organization; Bookkeeping/Accounting experience preferred
  • Utmost discretion with confidential matters
  • Superior attention to detail
  • Ability to read, write, and speak English fluently; excellent oral and written communication skills
  • Ability to provide excellent customer service when interacting with community members and others in person, by e-mail, and on the telephone
  • Computer and other office skills sufficient to prepare and distribute written reports, maintain databases, and track work progress electronically (preferably Microsoft Excel, Word, PowerPoint)
  • Demonstrated initiative and ability to set up and maintain an organized work environment, prioritize work assignments, multitask, work and solve problems under pressure
  • Ability to read and interpret documents such as fund agreements, operating and maintenance instructions and procedure manuals.
  • Ability to write routine reports and correspondence.
  • Ability to apply knowledge to the current needs of the Foundation.
  • Ability to establish and maintain effective working relationships with Board members, staff, and the community.

PREFERRED QUALIFICATIONS

  • Bachelor’s degree in business, accounting, finance or equivalent
  • 3 years or more in providing financial management for a nonprofit or grant making organization;
  • Preferred, but not requied, knowledge of Salesforce, and
  • Knowledge of, and relationships within, Allegan County

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee is required to sit and stand frequently and to walk occasionally. The employee must be able to transport to other locations – both indoors and outdoors – for meetings and other duties. Occasionally the employee may push or lift up to 50 lbs.

The employee is directly responsible for safety, well-being, and work output of others.

SENSORY DEMANDS

The employee is very frequently required to hear and speak.

Electronic communication, e.g. emailing, is frequent.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those the employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The noise level in the on-site work environment is usually quiet to moderate, but occasionally loud.
  • Off-site and on-site meeting environments are generally moderately quiet, but occasionally loud.
Salary & Benefits: 

       Based on experience and qualifications, salary range is $34,000 - $40,000

How To Apply: 

Email a resume' and a statement of interest that includes: why you are interested in working for the Allegan County Community Foundation and the skills and characteristics you possess that you believe would be an asset to the Foundation to: [email protected]. Deadline for submission is November 16, 2020, however, applications will be welcome until the position has been filled.

Hiring Organization: 
Allegan County Community Foundation
Position: 
Office Administrator
City and State: 
Allegan MI
Hiring Deadline: 
As soon as the right candidate is discovered.

The information contained in the job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties by be assigned.

The Allegan County Community Foundation does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, vendors, and clients.

The Allegan County Community Foundation is an equal opportunity employer. We will not discriminate and will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression.