Administrative Assistant, Finance and Operations

Oregon Community Foundation | Portland, OR

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Posted Date 6/03/2024
Description

Oregon Community Foundation


Administrative Assistant, Finance and Operations


Location: Portland, Oregon


Application Deadline: 6/23/2024

Background:

Oregon Community Foundation (OCF) was founded in 1973 with a big mission: to improve the lives of all Oregonians through the power of philanthropy. In partnership with donors and volunteers, OCF works to strengthen communities in every county in Oregon through research, grantmaking and scholarships. OCF is one of the largest community foundations in the country with over $3 billion in assets under management. In 2023, OCF distributed more than $200 million in grants and scholarships.

OCF is an Equal Opportunity Employer with five offices throughout Oregon in Bend, Eugene, Medford, Portland and Salem. Come join our team. To learn more, please visit: oregoncf.org.

Primary Purpose:

The Administrative Assistant-Finance and Operations provides a wide range of complex and confidential administrative support that helps to ensure the efficient operation of the Accounting and Finance, Fund Services and Complex Gifts, and IT and Facilities branches of the Finance and Operations Department. Duties include administrative and logistical support, communications, database maintenance, and support of internal processes. This role requires strong attention to detail and accuracy in the preparation of contribution reports and related data analysis, financial forms and other paperwork for bequests and related document management and assisting with expenses and vendor management for gifts of real estate and other complex gifts. This role has a dual reporting relationship to the AVP- Finance and Fund Services and the Controller but will also receive assigned work and direction from the Director of IT/Facilities and the Chief Financial and Operations Officer (CFOO).

After an initial onboarding period of approximately three months, this position may be assessed as having an option to work remotely one day per week. In-office work may be required five days per week during peak seasons.

Essential Duties and Responsibilities

  1. Administrative Support

Administrative Support Across Branches - Percentage of Time: 30%

  • Process correspondence and inquiries from a variety of internal and external constituents.
  • Plan and organize meetings and activities, including complex scheduling, preparing and distributing agendas and materials, Zoom videoconference and/or room set-up and clean-up, catering, signage, and technology needs. Take notes and transcribe them to minutes when requested and ensure timely distribution and retention of meeting records.
  • Process incoming and outgoing mail and FedEx deliveries.
  • Assist in developing and maintaining printed, electronic, and web materials for the department.
  • Coordinate purchases and reconcile credit card expenses.
  • Assist with onboarding new department employees as needed.
  • Coordinate with Executive Assistant to CFOO where needed on projects and tasks.
  • Document management.
  • Document procedures used to perform duties of the position; and assist with updating other policies and procedures for the department.

Accounting and Finance - Percentage of Time: 30%

  • Support the preparation of reports and presentations using a variety of resources.
  • Support annual audit, tax filings, and other projects, including:
    1. Tracking status of audit and tax filing schedules and review/approval processes.
    2. Tracking status of special projects.
    3. Preparing reports for audits and special projects.
  • Manage Jira ticketing database and respond to requests for information.
  • Communicate with and process invoices for contractors and vendors.
  • Provide other Accounts Payable support.

Fund Services and Complex Gifts - Percentage of Time: 30%

  • Assist with preparing contribution reports and related data analysis.
  • Assist with processing paperwork for bequests, including document management.
  • Prepare financial forms for bequest intake.
  • Assist with expenses and vendor management for gifts of real estate and other complex gifts.
  • Manage Jira ticketing database and respond to requests for information.
  • Perform regular maintenance of database records.

IT and Facilities - Percentage of Time: 5%

  • Coordinate with the Facilities and Operations team to maintain office supplies for the department.

  1. Marginal or Non-Essential Job Duties - Percentage of Time: 5%

  • Provide backup for other related positions in the organization, including participating as part of a team of individuals providing front desk coverage in the Portland office.
  • Participate on cross-departmental teams regarding organizational policies, processes, and work culture.
  • Perform other duties as assigned.

Required Cultural Values: In addition to the specific job requirements for each position, staff are expected to embody certain cultural values to support OCF’s mission: communicate effectively, value one another, demonstrate accountability, embrace possibilities, address conflict, and take action.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for the role.

Required Experience and Education:

  • Minimum three years’ administrative office experience, including experience supporting Finance or Accounting personnel.
  • Work experience in the nonprofit sector a plus.
  • Associate degree in business, English or another related field or equivalent experience in lieu of degree
  • Notary public for the state of Oregon or able to meet requirements within first 30 days of employment.


Required Professional Competencies:

  • Strong knowledge of administrative and clerical procedures.
  • Comfort with ambiguity and uncertainty; pro-active/self-starter.
  • Ability to convey information clearly, effectively, and engagingly orally and in writing.
  • Cultural agility skills necessary to work effectively with diverse people, teams, and communities. Excellent interpersonal skills, collaborative.
  • Strong organizational skills--able to work independently and in a team, prioritize and manage several tasks efficiently, meet multiple deadlines, and shift priorities and adapt to change. Strong attention to detail and accuracy.
  • Excellent customer service skills to provide service that is courteous and competent, promoting trust and confidence.
  • Ability to maintain the highest level of confidentiality and handle sensitive material appropriately.
  • Exercises good judgement and understands appropriate steps toward problem resolution.
  • Demonstrated proficiency with technology and office systems. Strong knowledge of MS Word, Outlook, Excel, PowerPoint, and Teams.

Physical Demands and Working Conditions: This job is typically performed under very comfortable working conditions; any disagreeable elements are generally absent during normal performance of the job. Job duties are performed in an office setting or indoor meeting rooms and include keyboarding proficiency and basic computer work requiring use of keyboard for several hours at a time, ability to sit or stand for several hours at a time. Position requires lifting and carrying (see below). The following best reflects the amount of effort typically applied and the frequency of application:

  • Less than 1 pound – Effort applied more than 70% of time.
  • Between 1 and 5 pounds – Effort applied more than 40-70% of time
  • Between 5 and 60 pounds – Effort applied less than 15% of time.
  • The effort reflected above is typically applied when sitting, standing, or walking.

Travel - Percentage of Time: ~1%

  • Travel may be required 1-2 times annually for specific meetings and events within the state of Oregon.

Safety: Support a safe work environment by performing work duties safely and according to procedures. This includes reporting all injuries, illnesses, or accidents sustained while working to your immediate supervisor as soon as possible after the occurrence or within 24 hours of the injury, illness, or accident, and reporting any accident involving OCF vehicles, equipment, or other property, regardless of the nature of the accident, to your immediate supervisor as soon as possible after the accident.


Attendance Requirements: Regular punctuality and attendance are required. Work outside regular business hours is rare but may be occasionally required.


Compensation and Benefits: This is a regular, non-exempt, full-time position. The hiring range for this position is $23.58 to $26.73 per hour, DOE. Salary offers are determined in conjunction with an internal pay equity assessment. OCF’s regular workweek is 37.5 hours.

Our excellent benefit package includes generous paid time off, choice of medical and dental coverage, vision, outstanding 401k retirement plan, commuter and healthcare pre-tax savings accounts, employer-paid disability and life. Employees have access to an Employee Assistance Plan, paid volunteer leave, professional development opportunities, and much more!


To Apply: The Oregon Community Foundation is an Equal Opportunity Employer committed to equity, diversity, and inclusion. We strive to build a diverse workforce to promote effective work in partnership with all communities and population groups in Oregon. We welcome a diverse pool of qualified applicants.

To be considered for this position, please provide a cover letter addressing how you meet the requirements of this position and a copy of your most recent resume. Apply online at https://oregoncf.org/about/careers/

Salary23.58 - 26.73 Hour
Listing Type
Jobs
Categories
Clerical/Administrative | Finance | Nonprofit | Operations
Position Type
Full Time
Employer Type
Direct Employer
Salary Min
23.58
Salary Max
26.73
Salary Type
/hr.

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