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Employment Opportunities


Job Title: Operations Specialist

FLSA Classification: Full-time, Non-exempt

Department: Operations / Finance / Systems

Reports to: Director of Operations

Job Summary:

The position manages and assists with the coordination of finance, system administration, and operations support functions while collaborating as a member of interdepartmental teams, working closely with the Director of Operations, Financial Controller and Director of Systems Administration. Responsibilities include a wide range of duties requiring collaborative commitment; critical thinking skills; and situational, multitask analytical ability. The position is critical to the Community Foundation’s ability to organize and facilitate cross-departmental operations and governance functions.

Essential Job Duties and Responsibilities
(Additional duties may be assigned)

Finance

  • Assist with execution of banking transactions across multiple institutions
  • Manage corporate credit card process
  • Oversee, perform biweekly accounts payable entry process; manage vendor database and W-9s
  • Reconcile, record, prepare bank deposit for contributions at least weekly

Operations

  • Perform human resources-related tasks including payroll processing, benefits administration, and recruitment initiatives while acting as the human resources liaison in the absence of the Director of Operations
  • Maintain insurance records including routine analysis of coverages, ongoing marketplace evaluation, e.g., employee benefits, business operations, cybercrime, director and officer liability coverages, etc.
  • Oversee, facilitate vendor-provided information technology services, e.g., equipment setup, usage, implementation, maintenance, etc., at primary worksite and remote environments
  • Perform day-to-day tasks comprising landlord-tenant relations, tenant services, building security, building assets condition and use monitoring including life-safety equipment status; maintenance activities including cleaning vendor schedule coordination; third-party support vendor liaison and office supply procurement to meet in-person and remote staff needs
  • Coordinate governance-related activities, e.g., organization of and support for board, committee, staff meetings to include scheduling, communication, materials assembly and distribution, internal meeting minutes, online portal management, and miscellaneous related tasks such as conflict of interest declarations records
  • Schedule, reserve meeting spaces for internal and external groups; maintain master events calendar, event records and analytics; support audio/visual equipment use; oversee, execute event registration organization, meeting room set-up, catering support, etc.
  • Welcome visitors, answer phone calls to ensure reputational quality; distribute general inquiries to appropriate staff
  • Support organizational initiatives, events, team-building as needed, e.g., coordinate staff-trustee volunteer events

Systems

  • File, maintain archived physical and electronic records in accordance with record retention guidelines,
  • Process mail, execute gift receipting

Supervisory Responsibilities

This position does not have supervisory responsibilities

Education and Experience

  • Bachelor’s degree required; equivalent in education, training, and experience considered
  • 3-5 years’ experience required in operations, finance, systems and/or project management
  • 3-5 years’ experience preferred in organizational governance management and/or support

Knowledge, Skills, and Abilities

  • Computer proficiency required, including remote work environments e.g., Zoom and Microsoft Office, especially Teams, Outlook, Word, Excel, PowerPoint
  • Information technology and audio/visual equipment knowledge required
  • Raiser’s Edge, Financial Edge and Granted Edge knowledge preferred
  • Must work independently and be a strong problem solver
  • Strong verbal and written communication skills; ability to maintain and secure confidential information
  • This position will require presence at a physical work location