Development and Finance Associate

Description

The Development and Finance Associate provides administrative support for both the Directors of Finance and Development. The individual must be a strong multi-tasker with outstanding communication, interpersonal, and research skills; able to work well under pressure and with limited supervision; extremely stringent in accuracy of work; and organized and proactive in their thinking and execution of responsibilities.

MAJOR JOB RESPONSIBILITIES

Development

• Accurately maintain donor management software (PatronManager), including maintaining donor records, entering contributions, grant payments, and pledges, generating acknowledgement letters in a timely manner, processing pledge reminders, conducting ongoing clean-up of donor records, and maintaining accurate coding and designations for constituencies and donation attributes.

• Prepare accurate development reports and queries for regular analysis and planning, including daily, weekly, monthly, and annual gift reports, donor recognition lists, pledge reports, LYBUNT reports, and segmented mailing lists.

• Maintain a moves management system to support donor relationships and generate updated donor reports from PatronManager for cultivation, solicitation, and stewardship purposes, including tracking of major and planned gift relationships with individuals, foundations, and corporations.

• Establish and maintain a system to track corporate sponsorships, including maintaining agreement forms, ensuring signed contracts are in place, acknowledging sponsors, processing payments and invoices, managing box office credits, and ensuring all benefits for each sponsorship level are delivered.

• Assist with preparation of grant proposals and interim/final reports, including organizing staff input, setting up shared Google Drive folders, transferring approved grant narrative to online portals, uploading attachments, obtaining signatures, and submitting final applications.

• Assist with all donor communication efforts and campaigns as requested, including e-blasts, social media, website updates, newsletters, and annual reports.

• Provide administrative support for annual mailings and special campaign initiatives, including conducting research on donor and grant prospects and other acquisition strategies.

• Assist with logistics for fundraising, stewardship, and cultivation events and meetings.

• Assist with updating and installing donor signage, as well as annually updating the donor wall.

• Provide support for the Development and Marketing Committee and other board committees as requested.

• Other duties as assigned.

Finance

• Provide clerical support to the Director of Finance, including assistance with the annual audit, 1099 reporting, and filing management for the fiscal year change-over on June 30.

• Prepare daily bank deposits and enter deposits into the accounting system for posting.

• Create accounts receivable invoices for facility and tenant rentals as directed; enter payments into the accounting system; maintain client records; and follow up on past due receivables.

• Enter approved accounts payable invoices into the accounting system; prepare checks for payment as directed; and maintain vendor records.

• Other duties as assigned.

OFFICE AND ADMINISTRATIVE RESPONSIBILITIES

• Serve as the initial point of contact to greet visitors and notify the appropriate staff of their arrival.

• Serve as primary telephone operator to give or receive information and direct calls to appropriate staff.

• Serve as primary contact with the mail processing vendor.

• Serve as primary contact for the copy machine service vendor and provide training and assistance to staff.

• Order office supplies as needed and maintain the supply closet in good order.

• Other duties as assigned.

Requirements

• Communicate clearly and effectively, both verbally and in writing, with donors, volunteers, peers, supervisors, board members, and committee members.

• Use technology with proficiency, including word processing, spreadsheets, mail merges, and email.

• Use specialized accounting and development software with proficiency.

• Maintain absolute confidentiality.

• Plan, organize, and prioritize work while managing multiple deadlines.

• Maintain a high degree of accuracy and attention to detail.

• Use sound judgment in decision-making and work both independently and as a team member.

• Perform duties with professionalism, relating to others in a courteous, cooperative, and congenial manner.

• Attend to the needs of Jefferson High School alumni, donors, and patrons enthusiastically, sensitively, and promptly.

• Work weekends and evenings for events as needed.

• Sit for prolonged periods of time; answer phones and use a personal computer; lift up to 20 pounds.

ADA QUALIFICATIONS

• Ability to sit for prolonged periods at a workstation.

• Ability to lift and carry up to 20 pounds, such as moving files to storage or storing supplies.

• Ability for close visual acuity to prepare and analyze data, view a computer terminal, and read documents.

• Ability to hear and use a telephone system and direct calls to staff members.

• Ability to type and use desktop computer software to perform job duties.

Preferred Qualifications

· Two to five years of experience in a nonprofit, fundraising, or business administration setting; a degree in a related field is a plus but not required.

· Demonstrated proficiency with donor management, CRM, or fundraising software; prior experience with PatronManager is a plus.

· Strong command of Microsoft Office, Google Workspace, and general database tools, with the ability to learn new platforms quickly.

· Comfort working across both development and finance functions, with a keen eye for detail and accuracy in data entry and record keeping.

Jefferson Center is an Equal Opportunity Employer and encourages the recruitment and retention of qualified candidates for all positions. Jefferson Center encourages members of all diverse groups to seek employment with us.