Classification: Non- Exempt
Reports to: Executive Vice President/Chief Financial Officer
The Community Foundation for Northeast Florida, Inc. is a nonprofit service organization serving donors and their charitable or philanthropic causes by providing expert assistance in developing unique ideas, approaches and strategies for giving. All staff members are expected to understand and commit to the Foundation’s goals and mission; maintain a professional attitude; possess the ability to establish and maintain positive working relationships with others; and be committed to serving the community with passion, integrity and energy!
The Finance Assistant has responsibility for representing the Foundation as receptionist; mail and bank duties; Finance Team support; and administrative and office support activities for the Executive Vice President/CFO.
Applicants should submit their cover letter and resume to us at:
Subject: Finance Assistant
The Community Foundation maintains a policy of nondiscrimination in all conditions of employment and commits itself to providing equal employment opportunities to all employees and applicants for employment regardless of race, color, religion, sex, age, disability, handicap, veteran status, marital status, national origin, sexual orientation, gender identity or expression, and any other status protected by law.
Essential duties and responsibilities
Listed below are major duties and responsibilities of this position. It is not designed or intended to cover or contain a comprehensive listing of the activities, duties, or responsibilities of the employee. Reception duties • Answer main telephone line in a professional and courteous manner, direct phone inquiries to the appropriate staff members • Greet clients/suppliers/visitors to Foundation in a professional and friendly manner • Maintain appearance of reception area, copy room and kitchen Mail and bank deposit duties • Retrieve, open, and sort mail daily • Prepare and send outgoing faxes, mail, and courier parcels • Deposit checks electronically • Enter checks into positive pay • Cash petty cash checks Office administration duties • Support Executive Assistant in coordinating the maintenance of office and ensuring office is safe, clean, and well-maintained • Coordinate acquisition and maintenance of office equipment to always ensure functionality and good working order; maintain and stock adequate office/kitchen supplies, including printed materials and paper in copiers • Retrieve and reconcile reports for petty cash, postage, and copiers and code office expenses for Finance staff • Develop and build on vendor relationships in support of fair pricing and vendor responsiveness • Provide secretarial and administrative support for Finance Department; schedule all meetings as directed • Retrieve and reconcile reports for petty cash, postage and copiers • Maintain adequate supplies for office and kitchen / printed materials; confirm delivery orders • File gift letters and other documents, electronically or paper, as assigned • Responsible for large copy projects as assigned by senior staff Finance Team support duties • Act as Secretary for all Committee meetings led by Finance staff members • Schedule Investment Advisor meetings • Retrieve and organize bank/investment statements, monthly, in a timely manner, facilitating monthly and quarter-end close • Provide support for completing investment paperwork with new/existing managers/advisors; maintain corporate documents and provide to staff across departments as requested; process annual audit confirmations • Other duties as requested Support services to Executive Vice President • Type correspondence; labels and envelopes, and handle mailings • Schedule appointments/meetings as requested • Complete credit card, mileage, and expense reimbursement for Executive Vice President as requested • Other duties as requested
• Ability to learn alternate software systems • Ability to manage multiple priorities efficiently and effectively, with strong follow-through • Ability to think and act independently and with good judgement • Well-organized, with commitment to detail and accuracy • Understanding of and commitment to the Foundation’s goals and mission • Professional attitude, with ability to establish and maintain positive working relationships with others both internally and externally • Committed to serving the community, with passion, integrity and energy!
Education and Experience
• High school degree required; college degree preferred • Prior experience as an Administrative Assistant, or similar experience in office environment • Excellent interpersonal skills and telephone presence; ability to work and communicate with various types of individuals • Proficient in MS Office Suite, Databases, Spreadsheets, Bookkeeping, E-Mail and Internet; experience with Salesforce or other content management systems a plus; proficient in use of office equipment