Foundation Financial and Office Specialist [ESP3193]

Job Title: Foundation Financial and Office Specialist

Classification Title: Accounting Specialist IV

ESP Salary Schedule: Range 110 Step 1

Calendar: B, Year Round

Hours: 8/Day, 40 Week

Location: Education Service Center - Admin Building

GENERAL PURPOSE

Responsible for all of the bookkeeping and audit aspects of the Foundation, specific program management including scholarships, as well as general administrative assistant duties, including being responsible for the meeting agendas, minutes, office management, sponsorship tracking, and working with the various schools on accessing Foundation funding.

MAIN JOB TASKS AND RESPONSIBILITIES

• Receipt and deposit incoming donations.
• Pays invoices and prepares checks and requisitions for payment for District Business Office per the Executive Directors instruction.
• Reconciliation of monthly statements.
• Balances monthly credit card statements and oversees the Foundation’s p-card maintenance in Linq.
• Balances quarterly endowment and investment accounts.
• Work with an external auditor as the main point of contact and gather all required materials and prepare all needed documentation including functional expenses. 
• Works with Foundation's internal audit and finance/investment committees.
• Works with schools on fundraising platforms.
• Works extensively on event support and logistics.
• Manages Foundation Scholarship Programs offered at each high school
• Coordinates with high school scholarship advisors to ensure all scholarship application requirements are being met.
• Oversee scholarship selection committee and selection process under direction of the Executive Director in partnership with the scholarship advisors.
• Coordinates with donors and high schools for the school’s scholarship award assemblies.
• Prepares communication for the Executive Director for scholarship donors regarding the process.
• Prepares scholarship reports for donors with thank you letters from scholarship students.
• Oversees and submits payments to the scholarship students’ selected colleges/universities.
• Prepares gift agreements and gift pledge forms for donors.
• Oversees office operations under direction of the Executive Director.
• Manages and creates Foundation board and executive committee meeting agendas and minutes. 
• Manages the Foundation’s accounts within the district’s accounting system, Linq.
• Tracks the utilization of Foundation funds by schools and district departments in Droplet.
• Oversees event and program sponsorships tracking.
• Tracks and invoices sponsorships and pledged gifts.
• Prepare journal entries for the district accountant to make under direction of the Foundation Executive Director. 
• Tracks and prepares the Foundation budget in Linq.
• Manages donor CRM system.
• Collaborates with the district accountant to complete reimbursement to the district every other month. 
• Obtain vendor quotes in compliance with purchasing guidelines.
• Monitor status of accounts receivable, accounts payable, and related financial information for the purpose of ensuring that allocations are accurate, related revenues are generated, expenses are within budget limits and/or fiscal practices are followed.
• Verify grant money purchases are within the realm of approved items and money spent, make purchases and track purchases made from grant funds.
• Provides customer service as the initial face and voice of the Foundation as partners and visitors call or stop by the office.
• Oversee all board communication under discretion of the Executive Director. 
• Assist with other Foundation run programs.

EDUCATION AND EXPERIENCE

• Associate Degree in business, accounting, communications, social sciences, or other related field, or equivalent combination of education and experience
• Two (2) to three (3) years of related experience
• Knowledge of accounting principles and practices
• Ability to operate computers for data entry, google suite, word processing and/or accounting purposes
• Ability to provide excellent customer service and written and verbal communication skills
• Ability to operate highly technical computer applications
• Ability to operate small office equipment, including copy machines or multi-line telephone systems

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

• The job occasionally requires light physical exertion including walking, standing, motor vehicle operation and other forms of light physical activity.
• Work is carried out in an agreeable environment as generally represented by normal office conditions and little or no unpleasant element.
• Knowledge in using Quickbooks, Linq, Droplet, Excel, Word, and all Google platforms is preferred.
• Experience with non-profit organizations is preferred but not required.
• There are 6-8 evening events sponsored by the Foundation that this employee is required to attend.

Salary : $26