Office Assistant

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

Position Requirements

• Experience in administrative support
• Experience working with a not-for profit organization or foundation a plus
• Ability to anticipate needs and prioritize
• Highly organized and attentive to detail
• Ability to juggle and prioritize multiple tasks
• Bookkeeping experience a plus
• Computer proficiency (MS Office Suite), email and Internet usage, and ability to learn customized accounting and webpage software
• Excellent oral and written communication skills
• Integrity, judgment, discretion, maturity & flexibility
• Strong work ethic and a positive attitude
• Self-starter able to take initiative and work with minimal supervision
• Ability to work well with co-workers, volunteers, and donors

Schedule flexibility to accommodate event set-up required.

Salary/benefits:

Salary: Commensurate with experience and qualifications

Benefits: Paid holidays if during regularly scheduled work hours

To Apply: Email a PDF résumé and cover letter to Missy Batman at mbatman@maconcountygives.org. All applications will be considered under the strictest of confidence. No calls please.

Hiring Policy: The Community Foundation considers applicants for all positions without regard to gender, race, color, religion, age, national origin, ancestry, disability, political affiliation, marital status, sexual orientation, or any other legally protected status.

Must be able to pass a pre-employment screening assessment.