Front Office Administrator

JOB SUMMARY
Provides direct administrative support to the South Dakota Community Foundation Executive Team and serves as additional administrative support to South Dakota Community Foundation staff. Manages various administrative activities that facilitate the efficient operation of the organization, including detailed data entry and database management.

Reports to: Executive Administrative Assistant
FLSA Status: Regular, Full-time, Non-Exempt

TYPICAL DUTIES AND RESPONSIBILITIES
• Answer telephones, assist callers by addressing inquiries, and determine the appropriate staff member before transferring the call.
• Meet and greet clients and visitors, ensuring the front administrative area remains organized, professional, and welcoming.
• Open office mail, date-stamp received mail, and route accordingly.
• Develop and maintain mailing lists and complete mail merges as needed using Microsoft Office.
• Maintain the office calendar, including office closings (post sign on door).
• Perform general clerical duties, including but not limited to photocopying, faxing, mailing, and filing.

Data Entry Responsibilities:
• Enter and update detailed information into Akoya (SDCF Database), including new donors, fund agreements, and donor records. Follow SOP (Standard Operating Procedure) when creating, entering, and scanning new fund agreements into the database and file once completed.
• Notify families when a donor requests acknowledgment of a gift.
• Maintain hard copy and electronic filing systems.
• Process memorial cards and update addresses in the database.
• Generate weekly reports, including Thank You list report and Imagination Library and the AR/Newsletter reports according to SOP
• Track Expenditure Responsibility forms and complete them upon receipt of required information according to SOP

Administrative Support Duties:
• Track, maintain, and order office supplies, letterhead, envelopes, etc. (excluding marketing materials) and compare costs.
• Coordinate and maintain staff lists and staff meetings and update the calendar.
• Send birthday cards to Board members.
• Support staff in assigned project-based work.
• Assist with semi-annual fund statements under the direction of the appointed Finance Team member.
• Serve as a backup to the Executive Administrative Assistant, as needed.
• Adhere to organizational policies and procedures to ensure consistency of information, quality of work, and customer service.
• Perform other duties as assigned.

JOB REQUIREMENTS/SKILLS
• A high school diploma or GED certificate is required. Post-high school education in office administrative history, along with some computer training or records management.
• Proficiency in Microsoft Office and telephone protocol.
• Strong attention to detail when entering data
• Professional verbal and written communication skills.
• Ability to type 50 words per minute.
• Experience and proficiency in learning new software and applications preferred.
• Highly motivated, proactive, and energetic.
• Ability to work collaboratively in a team-oriented environment with a strong commitment to serving the Foundation, its staff, advisory board, donors, and external partners.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS
• Standard office environment.
• Minimal potential for recurring early/late hours (weekend, early morning, or evening meetings).
• Minimal physical exertion required.
• The position handles everyday office materials but does not include significant physical demands.

Salary : $21 - $25