Company Overview
Legacy Foundation is a community foundation and the leading philanthropic partner serving Lake County, Indiana. We have been connecting people with resources since 1992. Legacy Foundation is a nonprofit 501(c)(3) organization operating under the leadership of a volunteer board of directors. Our board represents a diverse spectrum of the business, education, nonprofit and public sectors throughout Lake County. Whether you are already a friend to Legacy Foundation, or just getting to know us, we hope you’ll contact us to learn more about how we can help you make a difference in Lake County, apply for grants or scholarships, or learn about community needs.
About the job
Finance and Administrative Assistant
Position Function: The Finance and Administrative Assistant is a full-time position, which requires a professional who is proficient in front office procedures and Microsoft Office. This position requires someone who is organized and can prioritize and multi-task, collaborate with Board of Directors, staff, donors, and community members.
Qualifications and Desired Skills
A. Professional/Technical Abilities
At least 2 years of experience in a professional office environment required
Not-for-Profit office experience preferred
Proficiency with computer software, including Microsoft Office, and Power Point with intermediate to advanced skills in Excel
Bookkeeping or related financial experience preferred
Strong interpersonal and communication skills – verbal and written
Effective time management and organizational skills with attention to detail
Discretion and ability to work with confidential information
Excellent customer service skills to work with wide variety of people, including staff, board members, donors, and community members
Willingness and ability to work both independently and within a team environment
Ability to prioritize and organize workflow to meet constraints and deadlines
Excellent proofreading and critical thinking skills
Ability to work events during scheduled times; including occasional evenings
Knowledge and use of office equipment
B. Personal Characteristics
Commitment to serve the community and work in a not-for-profit environment
Maintains professional image
Demonstrates courtesy, friendliness, and consideration
Thinks independently and creatively
Remains flexible and successful within changing environment and demands
Exercises good judgment and decision-making capabilities
Consistent attendance, dependability, and effective work habits
Ability to build trusting relationships and work effectively across different settings, communities, and issues, with people of diverse backgrounds, perspectives, and cultures
An understanding of inclusion, diversity, equity, and accessibility (IDEA) principles and practices and a commitment to incorporating them into internal and external work
Duties and Responsibilities
A. Office and administrative support responsibilities
Serves as office receptionist, welcoming and directing visitors and phone calls in a courteous and professional manner
Coordinate the day-to-day clerical functions including opening and distributing mail, ordering office supplies, maintaining office cleanliness, scanning, and filing
Works independently and within a team on special non-recurring and ongoing projects and/or events. (ex: invitations, merged letters/envelope mailing, fund statements, bulk mail, etc.)
Performs general administration of the office including incoming/outgoing correspondence
Supports the President/CEO with board and committee administrative functions, including assisting with developing, maintaining, and sending out agendas and meeting packets, taking board and committee meeting minutes, sending outlook meeting invitations, maintaining contact lists, and tracking attendance.
Set up conference room for meetings, including ensuring audio/visual is working, making coffee, order/pickup food for events.
Coordinate bulk mailings, including accurate completion of forms, maintaining account balance, replenishing supplies, and delivery to the post office.
Other office errands as needed.
B. Finance support responsibilities
Process and enter gifts and vendor invoices, assist in entering grants (donor advised and annual distributions), as well as their corresponding acknowledgement letters, tax receipts and grant letters in a timely and accurate manner.
Enter deposits in daily log
Assist in printing accounts payable, scholarship and grant checks
Assist with annual audit preparation
Maintain accuracy and integrity of profiles in foundation database, including input of information, updates and identifying duplicate profiles
Pull reports from software as needed
Participate in foundation software training
Scanning of checks and documents into software and database
Working Conditions
Physical Demands
Sitting for extended periods. Work environment includes various locations in the office and for public meeting and event registration set/clean up, etc. Manual dexterity and ability to use computer, audio/visual, and general office equipment. Will include lifting and carrying up to 20 lbs. and moving conference room tables and chairs for meetings and/or trainings.
Additional Information
– Location: Work in office, Merrillville, Indiana
– Hours: Monday – Thursday 9AM – 5:00 PM, Friday 9AM – 3:00 PM
– Payroll status: Salary, $41,000.00 – $44,000.00
– Overtime class: None
– Position: At Will
– Reports to: Financial Services and Operations Manager
Submit cover letter and resume by February 16, 2025, to legacy@legacyfdn.org
This job description is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the Finance and Administrative Assistant position. Other duties and responsibilities may be assigned.
Legacy Foundation is an equal employment opportunity employer. We encourage all people of diverse backgrounds to apply. All employment is decided based on qualifications, merit, and business needs.
Job Type: Full-time
Pay: $41,000.00 – $44,000.00 per year
Benefits:
Dental insurance
Health insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
8 hour shift
Monday to Friday
Ability to Relocate:
Merrillville, IN 46410: Relocate before starting work (Required)
Work Location: In person
How to Apply:
APPLY