Foundation Financial and Office Specialist

Ogden School Foundation; Ogden (UT); Presencial; USD 42.000 - 55.000; Jornada completa

Descripción de la vacante

Ogden School Foundation is seeking an Accounting Specialist IV to handle bookkeeping, audits, and program management, including scholarships, while performing administrative duties for the foundation. You will manage financial records in Linq, prepare reports for the Board, and support with donor communications and events.

The role requires an associate degree in a related field and 2–3 years of accounting experience, with strong data entry skills and proficiency in QuickBooks, Linq, Droplet,

Formación

• Associate degree or equivalent in business/accounting.
• 2–3 years of related experience.
• Strong knowledge of accounting principles.
• Proficient in data entry and office software.

Responsabilidades

• Process donations deposits and reconcile books.
• Pay invoices and prepare checks per director's instructions.
• Support accountant with monthly reports and year-end close.
• Manage budgets in Linq and track grants.
• Coordinate scholarships and donor communications.
• Oversee board meeting materials and minutes.
• Assist with event logistics and sponsorships.
• Maintain donor CRM and vendor quotes.
• Support audits with required documentation.

Conocimientos

Accounting principles

Customer service

Data entry/office software

Educación

Associate Degree in business/accounting/related field

Herramientas

QuickBooks

Linq

Droplet

Excel

Word

Google platforms

Descripción del empleo

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

GENERAL PURPOSE

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.

MAIN JOB TASKS AND RESPONSIBILITIES

• 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 sponsorships 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 that allocations are accurate, related revenues are generated, expenses are within budget limits and/or fiscal practices are followed.
• Verify grant money purchases are within the realm of approved items and money spent, make purchases, and track purchases made from grant funds.
• Oversee all board communication under the discretion of the Executive Director.
• Assist with other Foundation run programs.

EDUCATION AND EXPERIENCE

• Associate Degree in business, accounting, communications, social sciences, or other related field, or equivalent combination of education and experience
• Two (2) to three (3) years of related experience
• Knowledge of accounting principles and practices
• Ability to operate computers for data entry, Google Suite, word processing and/or accounting purposes
• Ability to provide excellent customer service and written and verbal communication skills
• Ability to operate highly technical computer applications
• Ability to operate small office equipment, including copy machines or multi-line telephone systems

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

• The job occasionally requires light physical exertion including walking, standing, motor vehicle operation and other forms of light physical activity.
• Work is carried out in an agreeable environment as generally represented by normal office conditions and little or no unpleasant element.
• Knowledge in using Quickbooks, Linq, Droplet, Excel, Word, and all Google platforms is preferred.
• Experience with non-profit organizations is preferred but not required.
• There are 6-8 evening events sponsored by the Foundation that this employee is required to attend.