Foundation Assistant

Description

General Purpose:

The Foundation Assistant for the Babcock Center Foundation is responsible for the oversight of the Babcock Center's Pooled Trust and the daily financial operations of the Babcock Center Foundation.

Job Duties:

• Processes receipts and disbursements, and account for the daily financial transactions of Babcock Center Foundation's Special Needs Pooled Trust.
• Respond to inquiries from Babcock Center personnel, Trust clients, attorneys, financial institutions and other key contacts regarding the Special Needs Pooled Trust and Trust policies/procedures.
• Assist with meetings with attorney’s offices and participants regarding Pooled Trust documents and procedures.
• Remain up-to-date on current Pooled Trust rules and regulations related to SSA and DHHS.
• Assist with presentation on the Pooled Trust and the Foundation with community partners and at community events.
• Ensure that information about Trust clients, Babcock Center clients, and Babcock Center Foundation donors is handled with respect and confidentiality to the extent provided by law.
• Assist with contacting and arranging meetings with potential donors and event sponsors.
• Ensure that each gift is used according to the donor's preference.
• Process receipts and disbursements, and account for the daily financial transactions of Babcock Center Foundation.
• Prepare correspondence that provides appropriate acknowledgement and recognition of memorials, donations, and volunteer contributions.
• Respond to inquiries from potential volunteers, interns, and educational institutions regarding policies and procedures for these activities.
• Assist with onboarding of interns and volunteers and maintain records of hours served in accordance with the various educational institutions’ requirements.
• Ensure that all necessary paperwork to document the completion of hours for interns is prepared and sent to educational institutions in a timely manner.
• Ensure that Memorandums of Agreement with educational institutions are in place and current.
• Purchase supplies and vendor services (including printing services).
• Maintains orderly, organized filing systems for Babcock Center Foundation.
• Prepare/proofread minutes of Babcock Center Foundation meetings.
• Assists in maintaining mailing lists for Babcock Center publications and Babcock Center Foundation activities/events, and ensure the confidentiality of consumer/donor address records.
• Assists with Foundation fundraisers and activities.

Working Hours:

The Foundation Administrative Assistant is expected to work 40 hours per week; typically, 8:00am-4:30pm Monday-Friday. Must be willing to work a flexible schedule to conduct agency business and weekends/evenings when necessary.

Working Conditions:

Works in a well-lighted and well-ventilated office area. Sits, stands, and walks during the workday. Subject to working relationships with all employees of Babcock Center and other program staff.

Supervision:

The direct supervisor for the Foundation Administrative Assistant is the Director of Babcock Center Foundation.

Typical Physical Demands:

Sitting, standing, bending, stooping, reaching, frequent lifting, and manual dexterity sufficient to operate standard office machines. Must have a normal range of hearing and vision.

Typical Mental Demands:

Must be able to deal with the stress associated with a fast-paced work environment and multitasking. Formulate decisions and act upon them. Adapt to changing work situations. Grasp and apply new ideas. Communication with various personalities at all levels.

Hazards/Potential Hazards:

Cleaning chemicals, ergonomic hazards: static postures, repetitive motion, trip hazards such as file drawers and electrical wires video display terminals.

Qualifications

Qualifications:

• High school diploma or GED.
• 1-2 years of experience with bookkeeping.
• Excellent verbal and written communication skills.
• Exceptional organizational skills.
• Proficiency with the Microsoft Office Suite including Outlook, Word, Excel, and PPT.
• Proficiency with internet functionality and usage.
• Proficient with telephone skills, filing procedures, and other general clerical duties.
• Ability to maintain courteous, professional and effective communication.