FINANCE & ACCOUNTING

• Management of all accounts payable, accounts receivable, deposits, and other routine accounting functions.
• Manage the organization’s donation deposit process, including weekly deposits, tracking, reconciliation, and accurate entry of donations into Salesforce.
• Prepare monthly financial reconciliation and assist with coding and reporting of revenue, expenses, credit card activity, gifts, payments, and investment activity.
• Work closely with the contract CPA to ensure accurate revenue and expense coding and provide timely information and documentation for monthly financial reporting.
• Monitor expenditures, budget and maintain accurate supporting documentation for organizational expenses.
• Support year-end financial processes, including audit preparation, tax filings, and the annual Form 990 process.
• Maintain organized and accurate financial records in accordance with organizational policies and best practices.
• Assist the CEO with budget tracking, forecasting, and financial reporting as needed.

HUMAN RESOURCES

• Lead payroll administration and serve as a liaison with payroll and benefits providers.
• Coordinate new employee onboarding paperwork and maintain accurate personnel records.
• Manage administrative components of employee onboarding, including office procedures, systems access, and required documentation.
• Coordinate onboarding for interns and office volunteers, including required paperwork, systems and technology access and orientation to office procedures; provide ongoing support and supervision for office volunteers as needed.
• Coordinate bi-weekly timesheet collection, review, and reporting.
• Support annual employee benefits and open enrollment processes.
• Maintain employee-related administrative records and documentation.
• Assist the CEO with other HR and personnel administration as needed.

ADMINISTRATIVE COORDINATION

• Provide administrative and operational support for the CEO and Board of Directors.
• Manage the Foundation’s day-to-day administrative operations and ensure staff have the tools, resources, and systems needed to work effectively.
• Manage office, coworking, storage, and remote-work operational needs.
• Maintain office equipment, technology, postage, phones, and other operational systems; coordinate with vendors or technical support when needed.
• Manage vendor relationships, service agreements, and recurring operational needs.
• Coordinate mail, shipping, document management, and other administrative processes.
• Develop and maintain efficient administrative systems, procedures, and workflows.
• Identify opportunities to streamline processes, improve efficiency, and reduce unnecessary costs.
• Ensure organizational licenses, registrations, permits, and other routine administrative requirements are maintained as assigned.

DATA & DONOR COORDINATION

• Serves as administrator for Salesforce and Classy databases, updating, adding and maintaining donor and prospect constituent records.
• Manage timely and accurate input of all offline donations into Salesforce and assist with other tracking and reporting work as needed.
• Processes acknowledgement letters and works with appropriate staff on a weekly basis to thank donors in a timely manner.
• Works directly with Development staff to update all DIY materials and complete outreach to DIY prospects/fundraisers.
• Performs database maintenance and clean-up projects to improve data integrity.
• Manage the Epilepsy Awareness License Plate program, including issuing DMV certificates, communicating with donors, tracking activity, and maintaining accurate records.
• Assist with event-related invoices, deposits, sponsorship tracking, payments, and other administrative needs.
• Support third-party and Do-It-Yourself fundraising activities as needed.