THE PUTNAM COUNTY COMMUNITY FOUNDATION
Job Description
Financial Services AND OPERATIONS Officer – 2016
Mission Statement: The Putnam County Community Foundation partners with those who give to increase the quality of life and strengthen community for this and future generations.
Basic Function: This position serves the mission of the Community Foundation by administering, maintaining, and monitoring the Foundation’s financial and investment systems in adherence with Foundation policies, legal requirements, and generally accepted accounting principles. This position works closely with a contracted CPA, co-workers, auditors, and vendors. Key areas of responsibility are customer service, accounts payable/receivable, financial records and reports, maintaining accounting tables and codes, maintaining cash flow, tax and legal filings, and ensuring payroll and personnel benefits administration.
Reports to: Executive Director
Category: Full time; exempt
Supervises: Volunteers, if applicable
responsibilities and essential duties:
I. Make all customers feel special. Customers are team mates, board members, committee members, donors, nonprofit organizations, scholarship recipients, vendors, general public, etc.
A. Provide backup answering phone calls as needed. Take and deliver accurate messages.
B. Provide backup greeting visitors warmly and assisting them promptly.
C. Obtain and maintain current knowledge of staff, volunteers, policies, and procedures and activities of the Community Foundation to answer questions promptly and accurately.
D. Work with co-workers to ensure that office is staffed during office hours (8:00 AM to 5:00 PM).
E. Assist with keeping constituent/donor information current.
F. Maintain positive banking and vendor relationships.
G. Setup and maintain all bank check signing signatories each year.
H. Send friendly reminder invoices for pledges, sponsorships, etc.
I. Provide accurate and timely financial reports and 1099’s to fund stewards, annuitants, and the community.
J. Coordinate with board members to distribute payout checks from organization fund subtypes.
K. Ensure all correspondence (email and letter) is friendly and professional in appearance.
L. Prepare and send monthly donations reports to fund stewards.
M. Prepare Endowment Builder donation reports to contacts monthly.
N. Set up all new funds in Raiser’s Edge and Financial Edge.
O. Prepare monthly invoices for Partnership Center renters.
P. Administer mass mailings, i.e. annual appeal, annual report, invitations, etc.
II. Manage the financial records and financial reporting of all operating, endowment and non-endowment funds of the Foundation, including but not limited to:
A. Assist with the development of financially related policies and procedures, including internal controls, documentation, investment, payout, and disbursement.
B. Establish and maintain organized accounting files in accordance with record retention, storage, and destruction policy.
C. Supervise accounting staff in carrying out day to day accounting activities.
D. Enter and code pledges, receipts, and donations into the appropriate accounts.
E. Check accuracy of vendor invoices. Enter and code all vendor contact information and invoices for payment. Keep vendor information current. Prepare checks for two signatures and mail.
F. Work with assigned staff to ensure accurate and timely payment of grants and scholarships.
G. Ensure accurate and timely grant payments and letters for funds/grants with the following subtypes: Organization and Organization Specific Purpose.
H. Prepare journal entries and accruals as necessary, including interfund grants/gifts.
I. Ensure preparation of investment activity spreadsheet monthly.
J. Allocate investment income, investment fees and management fees monthly.
K. Assess administrative fees to non-endowed and linked pass-thru funds and transfer to correct account no less than quarterly.
L. Prepare monthly account and statement reconciliations for all accounts with check writing privileges to be reviewed and approved by the Executive Director, Treasurer and CPA.
M. Prepare monthly financial statements, investment summary, Executive Director Report, and other financial reports as requested.
N. Ensure accurate and timely gift annuity payments and letters per gift annuity contracts.
O. Prepare quarterly fund income statements and reports, and annual endowment payout amounts in October.
P. Ensure approved budget is entered into Blackbaud annually.
Q. Prepare assigned annual reports by March of each year.
R. Conduct internal audits of vendors periodically.
III. Establish and maintain software and accounting tables and codes, including but not limited to:
A. General ledger accounts
B. Fee and other accounting system tables and codes
IV. Manage cash flow and investments of the Foundation.
A. Work with banking and investment firms to ensure optimum cash levels and investment return to fund operations and grants.
B. Manage and control petty cash.
V. Assist with developing the annual operating budget and capital budget, including but not limited to:
A. Prepare and enter budget into Blackbaud accounting system to allow tracking annually, and as adjusted.
B. Assist with controlling budget variances by reporting variances to Executive Director monthly.
C. Provide long range financial forecasting, as requested.
D. Provide information about changes in regularly occurring expenses.
VI. Ensure the preparation and submission of all tax and legal filings for the Foundation, including but not limited to:
A. Federal and state nonprofit returns (990 and IT).
B. Property tax filing, annual and two-year exemption, if needed.
C. Payroll reporting quarterly and annually (ADP).
D. Obtain W-9’s from vendors and prepare year end 1099 misc. and 1099R reporting forms to the IRS and vendors by end of January.
E. Prepare Legal Filings Checklist for federal filing, state filing and county filings annually for signature.
VII. Ensure that the work of the Finance Committee is supported, including but not limited to:
A. Attend meetings. Provide reports. Take minutes. Keep records.
VIII. Arrange and schedule annual independent audit and work with auditors to assure proper and timely completion of audit.
A. Ensure trial balances, financial statements and year end work papers are prepared in a timely manner as needed.
B. Work with auditors on-site to provide information and answer questions.
IX. Administer payroll, personnel records, and personnel benefits in accordance with Foundation policies, including but not limited to:
A. Complete paperwork with new employees and volunteers.
B. Set up new employees with payroll services and benefits.
C. Prepare and maintain all payroll records of the Foundation in a confidential manner.
D. Ensure administration of employer benefits, i.e. SEP Accounts, insurance, etc.
E. Ensure tracking of employee holiday, vacation, and sick time.
F. Maintain all passwords for computer network, software, and phones confidentially.
X. Ensure a clean, orderly, attractive facility.
A. Maintain an organized inventory of capital expenses, equipment, software, etc.
B. Research, recommend and monitor office janitorial vendors and services, i.e. water, coffee, cleaning, etc., periodically or as needed.
C. Between cleanings ensure that lobby, bathrooms and facility are clean, orderly, and stocked.
D. Maintain current meeting calendars, minutes books, policy books, and other organizational records and tools.
E. Organize Partnership Center celebrations.
XI. Complete other duties as assigned, including but not limited to:
A. Complete surveys as requested, Council on Foundations, Indiana Philanthropy Alliance, etc.
B. Keep abreast of FASB, economic, legal, and tax developments that could affect the organization.
C. Evaluate Foundation work processes for cost-effectiveness and efficiency. Obtain information about other community foundation processes and make recommendations for improvements.
D. Become cross trained and provide back up for various other Foundation activities, especially computer and network maintenance.
E. Maintain all contracts files.
F. Maintain all business and liability insurance information files.
G. Research and report business insurance and personnel benefits options periodically.
H. Actively seek personal growth and development.
I. Maintain storage of records in orderly manner in accordance with record retention policy.
J. Maintain electronic and paper files in organized and accessible manner, in accordance with policy.
K. Disclose affiliations annually and adhere to conflict of interest and confidentiality policies.
L. Respect roles and boundaries in the organization and follow chain of command.
Qualifications:
1. Education. High school graduate. Bachelor’s degree in accounting or finance preferred.
2. Experience. Five years’ experience with accounting software and spreadsheets; knowledge of non-profit fund accounting and tax issues; supervision/management experience preferred.
3. Physical Capabilities. Energetic, but able to sit for long periods, to operate a vehicle for minimal work related travel, and to operate office and computer equipment.
4. Skills and Characteristics. The necessary traits and characteristics include, but are not limited to:
a. High ethical standards, self-aware, and honest.
b. Enjoyment helping and serving others; a friendly manner with a fundamental interest in and concern for people and the community as a whole.
c. A strong work ethic, a self-starter, and a helpful team player.
d. Attention to detail; insistence upon accuracy.
e. Organized with excellent documentation, record keeping, time management, prioritization, and planning skills.
f. Ability to organize work to accomplish complex tasks that occur infrequently, i.e. audit, taxes, etc.
g. Strong computer skills and knowledge of network operations. Software proficiency, including Microsoft Word; Excel; mailing software; data base software.
h. Ability to work independently and as part of a team.
i. Oral and written communication skills.
Special Conditions:
1. Must have access to vehicle for work-related travel.
2. Must be bondable and pass background check.
3. Must be able and willing to work nights, weekends on rare occasion for a special event or retreat.
Signature Date
Supervisor Signature Date
S:\PCCF By-Laws, Policies, Forms, Contracts\Job Descriptions\Financial Services Officer\Financial Services Officer 2016.doc
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