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Administrative and Financial Assistant Pickaway County Community Foundation

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General Responsibilities: Works closely with executive director, board of directors, board secretary, volunteers, and various community organizations to provide information, distribute information, initiate acknowledgement letters, assist in preparing for meetings and events, maintain office records, equipment, and materials. Process various financial transactions and provide budgetary reports for the board, committees, PCN, and the executive director as needed.

Hours: 12 to 15 hours per week

A. Primary Financial Responsibilities
 Process all bills for payment; preparing checks and determining appropriate category and budgeted funds. Balance checkbook on a monthly basis.
 Prepare and send invoices for groups or individuals who have utilized PCCF offices for an event or organizational meeting
 Process donations. Deposit funds to bank, post to accounts, and maintain ledger showing deposits, revenue, and expenditures.
 Work with the Columbus Foundations in processing donations and reconcile fund statements
 Work with annual auditors, preparing information, records, and financial data are needed or requested.
 Issue W-9s for all vendors and process 1099 when required
 Provide a financial record accounting and monthly report for the board as requested or needed
 Work with the board treasurer, and other executive officers, to prepare an annual budget for approval
 Prepare and ensure the timeliness of letters of acknowledgement and gratitude for all donors
B. Primary Administrative Responsibilities

 Distribute and process mail and deliver mail to the post office
 Answer telephone, monitor and respond to voice mails, answer emails for general information from donors, volunteers, and community organizations
 Schedule facility use and develop an annual calendar for PCCF events, activities and meetings
 Maintain updated donor records, including email, business, and family addresses and telephone contact numbers
 Greet visitors, process outgoing mail, send routine responses to inquiries as necessary
 Work with and orient organizations and individuals on use of facility as needed
 Provide staff support in organizing, arranging, and conducting special events, creating invitations, and securing locations and caterers
 Order and store all office supplies and equipment
 Ensure that records are maintained for budgets, board actions, policies, procedures and record retention as required
 Assist in obtaining publications, materials and information for use by the board or executive director
 Other duties as assigned

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