Allegan County Community Foundation
Job Description

TITLE
Office Administrator

REPORTING
Reports to Executive Director

SUPERVISES
Office volunteers, as needed

STATUS
Full time; hourly

SUMMARY
The Office Administrator is responsible for the administrative operations of the Allegan County Community Foundation (ACCF), including record keeping, processing of invoices, donations, grant and scholarship distribution, general accounting, reception, scheduling, and office management duties.

PRIMARY DUTIES
 Works with the Foundation’s financials including processing invoices, donations, and payment of scholarships and grants. (The Foundation outsources financial activities to third party business associates); however, each form of financial activity (payment of grants, receipt of donations, payment of scholarships and bills, etc.) requires detailed communication between the ACCF and the third party associate;
 Tracks donors, updates donor information and maintains donor database;
 Works with third party business associates on financial reporting;
 Works with the CEO/ Executive Director on budget preparation and monitoring;
 Handles purchasing including investigation of products/ services, service contracts and pricing;
 Serves as reception and the initial face of the Foundation; welcoming in-person and phone guests;
 Coordinates events, meetings & special projects;
 Provides input and tracking of the budget/expenses, tracking inventory
 Initiates service calls and oversees office maintenance needs;
 Processes gifts, acknowledgement letters, grants, scholarships, pledges, etc.;
 Serves as staff to the Finance Committee; works with the Board Treasurer on a regular basis;
 Answering the phone, filing, copying and other general office tasks;
 Participates in ongoing professional development, and
 Additional tasks as requested.

MINIMUM EDUCATION, TRAINING, AND EXPERIENCE
 Experience in the financial operations of a business, nonprofit or grant making organization; Bookkeeping/Accounting experience preferred
 Utmost discretion with confidential matters
 Superior attention to detail
 Ability to read, write, and speak English fluently; excellent oral and written communication skills
 Ability to provide excellent customer service when interacting with community members and others in person, by e-mail, and on the telephone
 Computer and other office skills sufficient to prepare and distribute written reports, maintain databases, and track work progress electronically (preferably Microsoft Excel, Word)
 Demonstrated initiative and ability to set up and maintain an organized work environment, prioritize work assignments, multitask, work and solve problems under pressure
 Ability to read and interpret documents such as fund agreements, operating and maintenance instructions and procedure manuals.
 Ability to write routine reports and correspondence.
 Ability to apply knowledge to the current needs of the Foundation.
 Ability to establish and maintain effective working relationships with Board members, staff, and the community.

PREFERRED QUALIFICATIONS
 Bachelor’s degree in business, accounting, finance or equivalent
 3 years or more in providing financial management for a nonprofit or grant making organization; and
 Knowledge of and relationships within Allegan County

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee is required to sit and stand frequently and to walk occasionally. The employee must be able to transport to other locations – both indoors and outdoors – for meetings and other duties. Occasionally the employee may push or lift up to 50 lbs.

The employee is directly responsible for safety, well-being, and work output of others.

SENSORY DEMANDS
The employee is very frequently required to hear and speak.

Electronic communication, e.g. emailing, is frequent.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those the employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 The noise level in the on-site work environment is usually quiet to moderate, but occasionally loud.
 Off-site and on-site meeting environments are generally moderately quiet, but occasionally loud.

The information contained in the job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties by be assigned.

The Allegan County Community Foundation does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, vendors, and clients.

The Allegan County Community Foundation is an equal opportunity employer. We will not discriminate and will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, color, gender, national origin, age, religion, creed, disability, veteran’s status, sexual orientation, gender identity or gender expression.

Please submit your cover letter, resume’ and compensation requirements to: cbaker@alleganfoundation.org by Friday, March 12, 2021 at 5 pm.