Job Summary :

Provides administrative support to Foundation Director, Board of Directors and Trustees. Coordinates and manages special projects, policies and procedures updates, maintenance, and distribution. Performs all job duties in compliance with standards, state, federal and other applicable regulations. Provides administrative support for the finance department. Maintains payable records, assists with residential allowances, petty cash and development deposits

Essential Duties and Responsibilities :

• Provides administrative support to Foundation Director including but not limited to managing correspondence, scheduling, and coordinating events.
• Provides administrative support to the board of directors including but not limited to taking, transcribing, maintaining, and distributing minutes and board packets and coordinating special events.
• Maintains operational policies and procedures.
• Compiles and provides information as requested by accrediting bodies.
• Communicates policies and standard operating procedures to promote compliance in all aspects of business administration, programming, and services.
• Provides leadership and coordination in strategic planning process.
• Develops and maintains positive relationships with external customers, families and employees.
• Create and maintain official grantee files and other important files that satisfy legal, auditing and Foundation requirements
• Track, record and ensure the accuracy of internal records regarding grant inquiries, declinations, applications, approvals, payments and balances
• Coordinate communications and meetings with internal staff, grantseekers and grantees
• Arrange stipends/reimbursement and manage RSVPs for participants in Foundation organized initiatives
• Assist with preparation of Board meeting materials and arrange for catering, attend semi annual Board meetings and occasional dinner meetings and prepare minutes
• Assist with the preparation and review of Annual Report and website content
• Draft and mail donor thank you letters for gifts
• Ability to work independently as this position will not be in the office on a regular basis.
• Provides the agency, CEO, Board of Directors and lenders with accurate timely financial reports.
• Various administrative tasks, including answering door, telephone and email inquiries; drafting routine correspondence; maintaining Foundation calendar, contacts and mailing lists; planning special events; preparing expense reports; managing petty cash; and ordering and tracking office supplies
• Assists with petty cash disbursements, receipts, reimbursements and agency credit cards
• Enters invoices and check requests and processes check requests from all departments for payment.
• Distributes payable checks to vendors and agency personnel.
• Maintains all paid vendor files.
• Maintains summary of monthly development deposits.
• Maintains end of month accounting reports including monthly valuation and gifts in kind.
• Performs other duties as assigned.

Supervisor Responsibilities :

No supervisory responsibilities.

Education and Experience :

Prefer Bachelor's degree from an accredited school; administrative experience required. Position requires above average computer skills in word processing, spreadsheets and databases and above average presentation and business writing skills, experience in the basic use and trouble shooting of basic office equipment.

Language Skills:

Possesses ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals; ability to write routine reports and correspondence; ability to verbally communicate with residents and co-workers.

Mathematical Ability:

Possesses ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent.

Reasoning Ability :

Possesses ability to apply reasonable understanding to carry out instructions provided in verbal, written or diagram format; ability to exercise good judgment; ability to identify and respond to problems and crisis situations in the time frame and manner demanded by their severity.

Physical Requirements:

The physical requirements 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. Physical requirements include , but are not limited to, the ability to reach with hands and arms, talk, hear, stand, walk, run, sit, use hands to finger, handle or feel, climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Mental Requirements:

The mental requirements 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. Mental requirements include , but are not limited to, the ability to concentrate, take initiative, cope with stress, adapt to and stay alert in a busy work environment. Other requirements include the ability to maintain personal and emotional boundaries with residents and the ability to accept and manage change and ambiguity in a variety of situations.

Work Environment:

The work environment described here is representative of that which an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.