Administrative Assistant
Overview
The Administrative Assistant is a full-time role that handles much of AAACF’s daily administrative activities to help ensure that the Foundation’s internal operations are effective, efficient, and responsive to both internal and external constituents. The Administrative Assistant will be part of a two-person “administrative services” team within the foundation that enables the other staff teams to achieve their goals. Hours will be 8:30 to 5:00 with a half-hour lunch.
Reporting Relationships
The Administrative Assistant will report to the Office Manager & Assistant to the CEO and provide ongoing support to the other functional teams within AAACF: Finance, Community Investment, Development, and CEO/Board Governance.
Duties
This position serves as the front-line point person for the foundation’s daily administrative tasks. This position also serves as a key ambassador for the Community Foundation, often acting as the first point of contact for community members who visit our offices or call us.
The Administrative Assistant’s duties will be performed at the direction of, and in partnership with, the Office Manager. The Administrative Assistant will have dotted-line reporting to the CFO for financial functions.
Gift Processing
- Enters gifts and other incoming payments (accounts receivable), prepares bank deposits and creates reports showing gift entry information, generates acknowledgment letters, reviews letters for errors, prepares donor giving history reports, scans signed letters by batches into the Acknowledgement folder from copy machine, goes into scan folder in computer and renames folder and moves to monthly folder, mails acknowledgement letters and maintains gift binders
- Prepares gift reports upon request for memorial funds and/or agency endowment funds
- Monitors and processes Network for Good donations and online gifts from DonorView
- Enters and monitors matching gifts including follow-up letters
- Ensures accuracy of all gift information including accounting treatment prior to posting; resolves questions with assistance from Staff Accountant
- Prepares and sends Memorial/Honor cards
- Enters pledges
- Manages pledges including quarterly reminder letters
- Keeps obituary records and makes changes in iPhi
- Monitors account records (individuals and organizations), makes sure they have the required information for letters
Grant Processing
- Processes non-competitive grants from donor advised funds through to completion
- If a grant recommendation involves a new grantee, performs due diligence and adds information to the record as appropriate
- If a grant recommendation involves a new grantee, performs due diligence and adds information to the record as appropriate
- Contacts donor advisors with any questions on grant requests, consulting the Development team first
- Mails grant checks
- Files relevant papers in fund file
Office & Operations Support
- Provides outstanding customer service to all AAACF constituents, callers, visitors, donors, grantees, applicants, partners, vendors, volunteers, coworkers and the general public
- Responds to callers and serves as initial point of contact on behalf of the Foundation
- Welcomes visitors to the office and acts as their initial host, offering refreshments, pointing out the coat closet, and notifying other staff of arrival
- Provides front desk coverage as needed
- Ensures the general AAACF phone message is up to date for holidays, staff functions, etc.
- Provides logistics support (before, during, and after) for hosted events: name tags ready, beverages stocks, rooms cleaned, arranging for any purchases or special off-cycle cleanings, etc.
- Provides general administrative support (including calendar support) to the three Vice Presidents
- Assists CFO with paperwork for new investments
- Assists CFO with annual surveys as needed
- Coordinates all drop-files, manages paper recordkeeping
- Handles materials production (e.g., folders, handouts, etc.)
- Processes incoming and outgoing mail
- Performs general data entry
- Assists with meeting preparation and set up (including food orders, materials prep, setting up Zoom calls, etc.)
- Assists with AAACF mailings as needed
- Maintains the staff directory
- Maintains the staff birthday list and handles prep for birthdays at the monthly long staff meeting
- Performs other administrative tasks as needed
Accounts Payable and Other Accounting Work
- Does initial entry of Accounts Payable and invoices, including credit card charges; maintains related files
- Organizes, distributes (when appropriate) and mails outgoing checks
- For accounting functions, the Administrative Assistant will have “dotted line” reporting to the CFO and work closely with the Staff Accountant
Governance Support
- Supports the Office Manager’s governance support activities as requested
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the Administrative Assistant, and it is expected that this position will handle other related activities as needed to achieve a robust administrative function within the foundation.
Experience and Education
A high school diploma or GED is required. An associate’s degree or relevant work experience is preferred.
Desired Skills and Personal Qualities
- Takes pride in excellent customer service
- Projects a positive and professional demeanor
- Pays attention to detail and has very strong organizational skills
- Excellent communication skills, both verbal and written
- Experience with web-based productivity tools (Gmail, Google Calendar, etc.)
- Respects confidential and sensitive data
- Ability to handle multiple assignments and tasks simultaneously
- Enjoys and thrives in a fast-paced environment
- Has a proactive, problem-solving mindset
- Maintains a sense of humor and the ability to effectively navigate potentially stressful situations
- Believes in AAACF’s mission
Compensation and Benefits
The salary range is $38,000 - $41,000 depending on a candidate’s experience and relevant expertise. AAACF also offers a generous benefits package including: highly subsidized personal health insurance (partially subsidized family); life, short-term disability, and long-term disability insurances; a retirement savings plan including a robust matching program and free retirement consulting services; competitive paid time off and leave policy; and medical and dependent care flexible spending accounts.
To Apply for This Position
Email a cover letter and resume to jobs@aaacf.org. The cover letter should be addressed to Lisa Wells, Office Manager. You may also direct questions about this posting to jobs@aaacf.org (no phone calls, please). Applications will be accepted through Friday, February 21, 2020.