07/16/2021
The office manager reports to the Executive Director and is responsible for processing and maintaining records of constituents & donations to the Foundation, ensuring the smooth running of the office, assisting with day-to-day financial duties of the Foundation, and providing administrative assistance to the Executive Director and staff.
Key Responsibilities:
1. Data Entry Duties:
• Gift entry: donations, pledges, and pledge payments.
• Create new individual and organization constituent records.
• Update the database with current constituent information.
2. Data Processing Duties:
• Create Filters (queries) for targeted mailings, lists, reports and exports.
• Globally add information to constituent records to track appeals and events.
• Merge duplicate records.
3. Donor Database Management:
• Manage the Foundation’s DonorPerfect donor database.
• Maintain accurate records of donations, pledges and donor contacts.
• Backup and import new & existing records, new transactions for existing records (gift, pledges, contacts & other info), and update records in specific tables.
• Provide periodic reports and analyses regarding donors as requested.
• Maintain security procedures to protect donor records.
4. Office Administration:
• Develop office procedures and administrative controls to ensure efficiency.
• Maintain Foundation files, file plan, records, archives, library, and artwork.
• Organize logistics for Board and Executive Committee Meetings.
• File Board meeting minutes, agenda, and attachments.
• Manage Foundation’s vendors.
• Maintain office in a clean and efficient manner.
• Procure needed office supplies and equipment.
• Provide support to the Board of Directors as requested.
• Coordinate and maintain good relationships with donors, board members, staff, volunteers, vendors, and community.
• Answer and direct incoming calls, greet office visitors.
• Perform other duties as assigned.
5. Financial Duties:
• Process donor credit cards payments, electronic fund transfers, and stock gifts.
• Make weekly bank check/cash deposit.
• Reconcile cash/credit card/check donations against CFO financial report.
• Run gift reports for CFO to reconcile gifts entered in DonorPerfect.
• Track monthly expenses for end-of year budget review.
• Maintain a close working relationship with the Executive Director and CFO regarding approval and payment of invoices.
• Provide Executive Director and Board Audit Committee member with copies of monthly bank statements and monthly summary report.
• Prepare annual tax donation statements.
• Assist CFO with yearly audit.
6. Donor Stewardship:
• Prepare and send donor letters in a timely manner (24-48 hours).
• Prepare pledge statements and reminders.
• Organize and execute Foundation mailings.
• Maintain good donor relations through careful review of donor history and timely follow-up on donor information requests.
7. Program Development:
• Assist with the Foundation’s Membership Program; sending membership renewals and processing membership cards.
• Assist the development team with the Serra Circle Tile Program.
• Assist the Executive Director in researching, identifying and qualifying potential large donors.
8. Grants:
• Process Carmel Mission grant requests and reimbursement of paid restoration invoices.
• Assist with customized grant request packages to external Foundations.
9. Events:
• Assist the ED and Development & Events Manager in the planning and ex*****on of Foundation special events.
Skills and Experience
• Strong, personal commitment to the goals of the Foundation.
• Proven experience in database management/maintenance. Experience working with DonorPerfect or another donor database.
• 5 years of experience in a senior administrative/development position. Experience in a fundraising environment highly desired, but not required.
• Good working knowledge of administrative and office practices, able to reconcile information from different sources, accurately record and analyze donor information and file data so information is easily retrievable.
• Experienced in invoice processing, processing expense reports, expense tracking, and annual tax statement preparation.
• Proficient with Microsoft Office and Google applications.
• Able to manage and complete assigned tasks in a timely and professional manner.
• Able to multi-task/use good judgement with decisions.
• Strong organization skills/able to prioritize work.
• Strong communication skills, able to present information concisely and effectively, both verbally and in writing.
• Ability to work with little supervision.
Compensation commensurate with experience and skills required for the job. This position is non-exempt with the following benefits:
• Retirement plan is 5% of base pay
• Medical insurance premium allowance
• Two weeks’ vacation after 1 year; three weeks after 5 years
To apply, email cover letter and resume to: [email protected]
