Finance and Administration Associate
General Responsibilities
- Supports organizational operations by maintaining office systems, processing accounts receivable, supplying office inventory, program and meeting materials, board and council correspondence, and providing administrative support as needed
- Reports to the Executive Director
- This is an hourly position and offers a flexible schedule of 25-30 hours/week at $25/hour
- Occasional event events, between 4-5 per year, may be required
- The position will be based entirely in the Wilkes-Barre office
- Inquiries and resumes should be submitted to info@leadershipnortheast.org by Friday, March 1, 2024
Finance Responsibilities
- Process all accounts receivable monies according to procedure, provide receipts, and make bank deposits as needed
- Manage monies raised by LNE project teams and consistently communicate updated financial information to project teams
- Record all contributions in Salesforce database according to procedure
- Organize, maintain and update records in Salesforce database
- Act as liaison to fiscal manager
- Coordinate with fiscal manager and Executive Director to
- Manage project team fundraising accounts
- Prepare invoices and follow up for payment when necessary
- Manage online solicitation systems, transfer digital deposits (i.e. PayPal) and record accurately in database
- Work in cooperation with the Executive Director to secure sponsors and assist with fundraising and processing grants
- Prepare fundraising correspondence/ask letters
- Prepare thank you letters for donors and sponsors
- Serve as direct contact for LNE Board of Directors
- Prepare board meeting agendas and materials, compile and distribute all meeting minutes
- Coordinate board meeting details including correspondence with LNE board and meeting RSVPs
- Work with Program Coordinator to confirm locations for board meetings
Administrative and Office Management Responsibilities
- Maintain charitable organization license, post office permits, games of chance license and similar certifications
- Manage reception desk, receive and route incoming mail and phone calls
- Order/maintain inventory of office supplies, subscriptions, equipment and program materials
- Handle maintenance calls for all office equipment
- Oversee and support all administrative needs to ensure effective LNE program operations
- Reconcile photocopying and postage costs
- Oversee office organization, cleanliness, storage, and recycling program
- Assist in the preparation of all mass mailings and mailing labels
- Work with Program Coordinator to plan event details, attendance lists, registration table, and preparation of nametags/materials
- Secure gifts for participants and awards for honorees
- Manage LNE team reservations for community events
- Assist in assigning tasks and duties to aides, interns and volunteers
- Work with colleges to establish partnerships and secure fall/spring interns
- Assist the LNE team with special projects and day-to-day office operation
LNE Team Member Expectations
- Attend LNE and community programs and events as needed, and assist at events when necessary (i.e. manage registration, program logistics, etc.)
- Contribute as needed to the preparation of LNE programs and events
- Maintain professional decorum and a standard of behavior as expected by the culture of LNE
- Seek out professional development opportunities
- Represent Leadership Northeast in the Northeast Pennsylvania community with integrity
Minimum Qualifications
- QuickBooks experience and general accounting knowledge (accounts receivable experience preferred)
- Proficiency in Microsoft Office and Google Suite, database software (i.e. Salesforce) and supply management
- Mathematical reasoning skills (ability to choose the correct mathematical methods or formulas to solve a problem
- Ability to analyze information, problems, situations, practices, and procedures to define problems or objectives, identify concerns, patterns, tendencies, and relationships, and formulate logical conclusions.
- Should demonstrate excellent administrative and interpersonal communication skills with attention to detail
- Participation in a community leadership program encouraged
- Ensure tasks are completed thoroughly and correctly
- Prioritize different needs and handle matters quickly and proactively
- Perform well under pressure and remain calm in difficult situations
- Address multiple parties and tasks concurrently
- Strong ability to work independently as well as with a team
- Self-motivated, proactive and creative problem solver
- Associate degree in related field preferred, but not required
The intent of this job description is to provide a representative summary of the major duties and responsibilities of this position. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.
Leadership Northeast provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.