Join Our Team

A career at the Parkersburg Area Community Foundation means working to help make a difference in the lives of others through charitable giving.  It also means joining a team of people who are also passionate about our work.

Current Opportunities:

Join the Parkersburg Area Community Foundation's team connecting donors, nonprofits, and civic partners to create lasting impact in our community.  We are hiring an Administrative Assistant / Office Manager to serve as an integral part of our team.  Please refer to the position description below for more information.  

 Interested applicants should submit a resume and letter of intent by email to jobs@pacfwv.com or by mail to PACF, PO Box 1762, Parkersburg, WV 26102 by June 15, 2020.  Please do not call the Foundation office, we will call you.

Administrative Assistant / Office Manager

Download:  PDF Administrative Assistant / Office Manager Job Description

 

Parkersburg Area Community Foundation & Regional Affiliates

Administrative Assistant (1) leading to Office Manager (2)

Employed By:     Board of Directors

Reports to:     Executive Director

Immediate Supervisor:     Executive Director

 

Job Purpose:          To help to achieve the Foundation’s mission* by properly administering the Foundation’s work and supporting the needs of its Board and other staff, ensuring that smooth and efficient operations result.

*The mission of the Parkersburg Area Community Foundation & Regional Affiliates is to improve our collective future by inspiring philanthropy and connecting people with opportunities to make a meaningful difference, engaging citizens to address key issues and delivering results that matter for the people of our area.

 

Type of Position:  Full-time - 8:30 a.m. to 4:30 p.m. Monday-Friday

As the Foundation’s sole receptionist, this job does not allow for telecommuting

Professional Qualifications

  • High School diploma / GED required; Associates or higher level college degree preferred
  • Prior background serving as an office administrator or in a banking or customer service role would be helpful but is not required
  • Excellent communication skills: accurate and grammatically correct communication that is courteous and diplomatic across verbal, written, electronic and social media
  • Outstanding attention to detail and ability to create correspondence, research and gather information, create databases, analyze data and generate reports
  • Solid computer fluency with superior working knowledge of MS Office® (Word, Excel Outlook) software and ability to learn the Foundation’s internal software system for fund management
  • Strong math skills, proficiency in basic bookkeeping / bank account reconciliation
  • Able to set appropriate work priorities while under pressure and multi-task routinely
  • Possesses sound critical thinking skills and displays good judgment
  • Is capable of managing confidential and sensitive information appropriately

Specific Job Responsibilities:

Financial Administration (50%)

  • Receives and processes all incoming contributions, prepares and executes bank deposits and accomplishes reconciliations and reports in an accurate and timely manner
  • Acknowledges and responds to communications in a timely, thorough, accurate and grammatically correct manner
  • Processes and records all disbursements from Foundation funds
  • Manages the Foundation’s accounts receivables and payables
  • Prepares periodic financial statements for fund founders
  • Produces and maintains spreadsheets and budget reports and various other related reports, primarily using the Foundation’s internal software and MS Excel®
  • Communicates effectively and appropriately with the Foundation’s accountant and its auditors, securing information and functioning as the lead staff member assigned to complete the Foundation’s annual audit, Form 990 and other related filings
  • Develops and retains accurate and complete financial records and produces sufficient  documentation necessary for special programs or grants with which PACF is associated

General Administration (50%)

  • Serves as the Foundation’s first line of public contact/receptionist, answers phones promptly and courteously; responds to all inquiries and visitors pleasantly and efficiently
  • Works a team player to resolve as many routine inquiries as possible at the first contact opportunity in a timely and appropriate manner
  • Maintains accurate and complete records of the Foundation’s various funds and other accounts in an up to date manner at all times, including electronic as well as hard files
  • Performs database management, regularly updates Foundation records and mailing lists
  • Maintains office supplies and related inventories and restocks as needed
  • Supports other staff as needed - typing, filing, generating correspondence, managing photocopying and mailings in a timely and accurate manner
  • Schedules and oversees meeting logistics for Board, Committees and other staff
  • Serves as Board of Directors meeting secretary; produces accurate, thorough minutes
  • Maintains the Foundation’s schedule of events and tickler files, providing follow up on outstanding tasks and ensuring remainders are scheduled and issued as needed
  • Regularly travels within Wood County in one’s personal vehicle to collect mail, make bank deposits, visit a grantee site, etc., periodically travels outside of Wood County for training and staff development purposes
  • Other duties as assigned by the Executive Director

 

Performance Standards:

  • Is enthusiastic about the Foundation’s work and its role in improving our region; enjoys representing the Foundation and acts with integrity on behalf of the PACF at all times
  • Is proactive and self-starting; anticipates needs and begins and completes projects thoroughly and on time with minimal supervision
  • Organizes and prioritizes work effectively and manages time productively
  • Is flexible, open-minded and nonjudgmental; accepts new ideas and adapts to changes
  • Is a good listener; displays sound judgment and gives strong attention to detail
  • Respects and values the diverse opinions, backgrounds and work styles of the Board members, other staff and of the Foundation’s various constituencies
  • Cultivates favorable relationships; extends the Foundation’s good will in the community
  • Responds swiftly and courteously to deliver high quality service routinely for everyone, whether a donor, grantee, information seeker, board member, other volunteer or staff
  • Seeks to resolve questions and continuously improve understanding of the Foundation
  • In the course of the employee’s work, he/she may have access to privileged information that must be protected at all times; applies discretion appropriately and maintains strict confidentiality in all matters relating to the Foundation
  • Accepts personal responsibility and displays good self-awareness; responds to feedback or criticism in a non-defensive, proactive manner
  • Maintains composure under pressure when faced with new or difficult situations
  • Operates in accordance with the Foundation’s values and in adherence with applicable federal and state laws, rules and regulations and the PACF’s internal requirements.
  • Must be able to physically perform all duties listed in a normal office setting requiring routine bending and lifting associated with performance of the role and must have reliable transportation to and from work.

The Foundation is an Equal Opportunity Employer and encourages candidates of diverse backgrounds to apply.

Contact

Toll Free: 1-866-428-4438
Office: 304-428-4438
Email Us

Location

PO Box 1762
1620 Park Ave.
Parkersburg, WV 26102-1762
Directions

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