Foundation Financial and Office Specialist

Classification

Title:

Accounting Specialist IV

Title: Foundation Financial and Office Specialist

ESP Salary

Schedule:

Range 110 Step 1

Calendar: B, Year Round

Hours: 8/Day, 40 Week

Location: Education Service Center - Admin Building

Responsible for the bookkeeping and audit aspects of the Foundation, specific program management including scholarships, as well as general administrative assistant duties, including being responsible for the meeting agendas, minutes, office management, sponsorship tracking, and working with the various schools on accessing Foundation funding.

• Processes the receipt and deposit of donations received by the Foundation (cash/check, credit card, and electronic deposits) in a timely manner and in accordance with internal control procedures.
• Pays invoices and prepares checks and requisitions for payment for District Business Office per the Executive Director's instructions.
• Supports contracted accountant in the reconciliation of bank and investment accounts by supplying monthly statements and providing clarifying information, if needed.
• Supports contracted accountant in preparing monthly Board financial reports and corresponding summary narrative for the Board Treasurer.
• Support contracted accountant in closing the Foundation’s books at fiscal year-end.
• Oversees the Foundation’s p-card maintenance in Linq.
• Works with an external auditor as the main point of contact, gathers all required materials and prepares all needed documentation including functional expenses with assistance provided by contracted accountant.
• Works with Foundation's audit and finance/investment committees.
• Works with schools on fundraising platforms.
• Works extensively on event support and logistics, focusing on monitoring sponsor contributions and fulfilling associated sponsorship benefits.
• Manages Foundation Scholarship Programs offered at each high school
• Coordinates with high school scholarship advisors to ensure all scholarship application requirements are being met.
• Oversees scholarship selection committees and the selection process under the direction of the Executive Director in partnership with the scholarship advisors.
• Supports the Executive Director in coordinating donors and high schools for the school’s scholarship award assemblies.
• Prepares communication for the Executive Director for scholarship donors regarding the process.
• Prepares scholarship reports for donors with thank you letters from scholarship students.
• Oversees and submits payments to the scholarship students’ selected colleges/universities.
• Ensures gift agreements and gift pledge forms for donors are signed, saved, and tracked for execution.
• Oversees office operations and purchases under the direction of the Executive Director.
• Manages and creates Foundation board and executive committee meeting agendas and minutes.
• Manages the Foundation’s accounts within the district’s accounting system, Linq, with support from the contracted accountant.
• Tracks the utilization of Foundation funds by schools and district departments in Droplet.
• Tracks and invoices sponsor ships and pledged gifts.
• Provides details for the contracted accountant for journal entries to be made under the direction of the Foundation Executive Director.
• Assist the Program Coordinator and contracted accountant with setting the Foundation’sbudget in Linq and then monitor it throughout the year.
• Manages the donor CRM system.
• Collaborates with the contracted accountant and the district accountant to complete reimbursements for the District on a quarterly basis.
• Obtain vendor quotes in compliance with purchasing guidelines.
• Monitor the status of accounts receivable, accounts payable, and related financial information for the purpose of ensuring…