Finance and Administrative Assistant

Position Title: Finance and Administrative Assistant

Reports to: Chief Executive Officer

Position Summary: Under the direction of the CEO, perform a range of accounting and bookkeeping activities such as maintenance of the general ledger, accounts receivable, preparation of various accounting statements and financial reports, and maintenance of the donor database. Provide administrative support to the CEO and assist with other United Way projects and programs. Serve as front office administrator. Oversee office volunteers, greeting visitors, directing phone calls, and providing referral information as needed.

Status: Full-time

Key Responsibilities:

Financial:

• Perform day-to-day financial transactions and perform routine responsibilities, including receivables, ACH transfers, deposits, credit card and online transactions, and monthly bank reconciliation.
• Process incoming mail.
• Pledge entry into the donor database and reconciliation to QuickBooks.
• Gather and prepare documentation for annual audit.
• Is familiar with office software, including QuickBooks Online and Donation Tracker, to allow assistance and coordination of staff assignments.
• Reconciles Balance Sheet accounts.
• Oversees recurring payments.
• Examine financial data and bring variances or concerns to the attention of the CEO. Be able to explain financial data.
• Maintain a record of the investment schedule.
• Maintain record of insurance policies.
• Lead staff member for Emergency Food and Shelter Program.

Campaign:

• Active in annual campaign planning, loaned executive recruitment, and campaign reporting.
• Prepare pre-campaign reports and mailing lists.
• Prepare campaign materials and mailings for companies and individuals. Assist with campaign updates and other materials.
• Record pledges and payments in the donor database and reconcile with deposits.
• Maintain donor database.
• Prepare Database 2 report.
• Prepare leadership, loyal contributor, business, and volunteer lists for annual report.
• Prepare monthly thank you note report and send thank yous as directed.
• Compile annual awards reports for recognition.
• Assist and attend all fundraising events and activities.
• Coordinate volunteers to help with the distribution of campaign materials.

General Office:

• Answer phone, take messages, and make referrals as appropriate.
• Work in cooperation with staff on mailings such as annual reports and letters.
• Attend meetings as needed and take meeting minutes.
• Responsible for the coordination of support functions of the office, including supplies, office machinery, internet, software needs, and necessary computer updates.
• Compile and update all agency lists as well as committee lists and training materials.
• Assist with Community Impact Committee program funding agreements, prepare packets for panels, update program thumbnails & other spreadsheets.

Additional Responsibilities:

• Other duties as assigned by the CEO.

Job Requirements:

• Associate (or higher) degree in accounting, finance, business, or a related field required.
• 1-2 years of experience in an office, financial, or similar role preferred.

Qualifications:

• Outstanding communication skills, including writing, speaking, and the ability to listen well.
• Strong interpersonal skills to perceive and react sensitively to the needs and interests of United Way visitors, donors, and volunteers.
• Proficiency with Microsoft Office 365 and ability to use/learn various computer software programs, including, but not limited to: Donation Tracker donor software, QuickBooks, and web-based software programs.
• Ability to manage multiple projects, work independently, and meet deadlines.
• Ability to maintain confidentiality.
• Strong organizational skills and ability to prioritize multiple tasks.
• High level of accuracy, attention to detail, and quality.
• Congenial personality with a focus on positive customer service.
• Ability to work independently and as a team member.

Job Type: Full-time

Pay: $46,500.00 - $49,000.00 per year

Benefits:

• Paid time off
• Retirement plan

Work Location: In person

Salary : $46,500 - $49,000