Primary Duties and Responsibilities

 Office Management, Support and Project Management (10%)

• Oversee office materials and systems: organize and manage files; maintain documents, order supplies, etc.
• Maintain a functional, safe, clean, and efficient office environment.
• Support the ED with practical and strategic services including meeting preparation, logistics, updating materials and information, light cleaning, correspondence, and other related administrative tasks.
• Be the point person for insurance, office vendors, computer needs, etc.

• Proactively ensure that we are compliant in legal requirements and have filed necessary paperwork on time.
• Retrieve mail from PO Box. 

Finance (40%)

• Print checks, process invoices, and maintain digital vendor profiles.
• Maintain digital check registry.
• Process gifts, enter in information management system; deposit checks.
• Prepare gift acknowledgements.
• Upload Fund financial statements in Community Suite each month.
• Prepare all documentation for bank reconciliation.
• Perform or act as backup for other Finance functions, including accounts payable, fund revenue allocation, administrative fee processing and payroll.
• Prepare all financial reports for ED and Finance Committee.
• Communicate with primary accounting support consultants – payroll and bookkeeping – to ensure staff is paid and monthly financials are in alignment with GAAP standards.
• Prepare documentation for annual financial audit.  Prepare and be on-site for audit test (internal controls, documentation, accounting processes). Include improvements and recommendations to processes upon audit completion. (Seasonal)

Comunity and Customer Relations (10%)

• Welcome and respond to guests who call, visit, or email, and foster a culture of hospitality.
• Answer donor, grantee, Board, staff, vendor and community communication/correspondence with great care to provide accurate, thoughtful and timely responses.

Technical Duties (5%)

• Assume direct responsibility for all information and database systems and services.

• Maintain online database with consistent documentation of vendors, donors, key stakeholders, ensuring the accuracy and quality of information (data integrity), including regular data maintenance, such as de-duping, correcting data entry, ensuring format consistency, timely data synchronizing, back-up and troubleshooting data issues.

• Coordinate with technical support of staff and vendors regarding systems and office equipment, including:
  • Liaison with IT provider
  • Workstations, printers, and phone system
  • Software, including Windows, Microsoft Office 365 Products, and Adobe products
  • Management information system; work with team towards solutions and consistent processes

Board Liaison (5%)

• Provide board member support and coordination for meetings and events including taking detailed minutes at board and other related meetings.
• Prepare board documents and board manual for onboarding of new board members.

Program Support (30%)

• Respond to all fund advisor grant requests. Ensure grants are distributed in a timely manner.
• Assist with the First Financial NW Foundation grant application process (our largest Fund advisor), including publishing the online LOI and application.  Report on progress of LOI and application status to FFNW Foundation board. (Seasonal)
• Provide grant support to the end-of-year Circle of Giving grant process. (Seasonal)
• Provide grant support to the CARE Together Fund process (approximately twice/year).
• Understand basic procedures related to new funds, questions fund advisors might have, etc.
• Follow up with grantees as needed (un-cashed checks, unreturned grant letters).
• Assist with annual Scholarship process: send scholarship awards with student information and parameters to schools; build new scholarship forms for new scholarship funds added in previous year; communicate with scholarship fund holders regarding award amounts; update online scholarship application for next year; ensure accurate information is on Washboard.org; respond to inquiries; support the committee. (Seasonal)
• Provide the necessary support for other programmatic activities as needed.
• Assist with event planning and coordination as needed, particularly for annual Celebrate! community event.