Position Description

The Office Assistant is responsible for ensuring smooth operations of the Foundation’s daily office functions, bookkeeping, and providing administrative support to the President, Vice President, Director of Finance and Donor Services and Director of Communications.

Reports to: Vice President

Position Status: Part-time, Non-Exempt. Position is 4 – 5 hours a day/20 – 25 hours per week dependent upon workload.

Duties and Responsibilities

Office Management

· Manage office operations including upkeep of supplies and equipment

· Monitor and maintain office Outlook Calendar

· Assist with event planning (scheduling, invitations, RSVP management, room set-up/clean-up, refreshments, nametags, etc.)

· Take outgoing mail to mailbox or post office each day

· Ensure paper and electronic files are kept current and organized

· Ensure that mailing lists are kept current

· Serve as receptionist answering phones and greeting visitors

· Provide assistance with grant reporting

· Help with the annual Impact100 Grant process

· Assist with the preparation of monthly board packets and board member orientation binders

Bookkeeping and Administrative Duties

· Prepare bank deposits and post gifts in accounting software

· Enter approved grants and bills into accounting software

· Update donor/vendor information in accounting system

· Create new funds in accounting software and electronic/paper files

· Generate donor thank you letters and anniversary cards

· Generate grant letters

· Track memorial gifts

· Follow-up on un-cleared checks

Assist with Public Relations

· Assist with maintaining website presence and agency wish lists