Park Authority Foundation - Coordinator - Administrative Assistant V
Handles administration of daily Fairfax County Park Foundation (FCPF) activities including: donation accounting and record maintenance; fund transfer and bill payment; preparation of financial reporting and correspondence; scheduling and taking minutes for board and committee meetings; office administration and public information. Processes and performs accounting of contributions. Reconciles and organizes audits. Responsible for the financial and office management function including accounts payable, funding transfers and all aspects of accounting, processing and recognition for contributions to FCPF. Prepares and updates financial reports and budgets. Completes mandatory filings including annual Virginia Department of Agriculture and Consumer Services (VDACS) application required for charitable solicitation. Coordinates and implements all phases of the foundation's annual independent financial audit and federal and state tax filings by an external CPA firm. Independently reconciles monthly banking statements and Quick Books for Nonprofits with reports from the fundraising data base software. Prepares targeted direct mail appeals and four mass fundraising mailings to 25,000 or more recipients. Reports development reports and queries using Blackbaud Raiser's Edge/eTapestry. Continuously analyzes foundation's complex record keeping process and makes changes and updates to facilitate reporting, retrieval and donor maintenance programs. Manages administration of foundation board of directors schedules. Prepares board items and transmits board packages for monthly foundation board and/or committee meetings. Writes official board meeting minutes. Prepares board agenda items for Park Authority board meetings. Leads office management, filing and recordkeeping. Establishes and maintains electronic files for current and proposed projects, correspondence, board and committee agendas, board items and meeting minutes. Supervises non-merit staff and volunteers. Serves as initial liaison representing Park Foundation with Board of Supervisors offices, Park Authority board members, Park Foundation board directors, other Fairfax County Departments, major donors and the general public.
The appointee will be required to work evenings and weekends to cover special events and meetings.
Any combination of education, experience and training equivalent to high school graduation and four years of experience providing administrative support in the assigned functional area(s).
CERTIFICATES & LICENSES:
Must have a valid driver's license.
NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check and a driving record check to the satisfaction of the employer.
Experience performing lead administrative office duties to include writing, editing, organizing information, and purchasing. Extensive knowledge of roles and responsibilities of 501(c)(3) nonprofit supporting organization. Proficiency in the use of Blackbaud's Raiser's Edge, eTapstry or similar fund raising management software to create specialized reports, queries, mail merges for direct mail and other fundraising appeal materials. Experience in handling outside independent audit and account management for non-profit organization. Aptitude in using Quick Books for Nonprofits accounting software. Experience in the use of Microsoft Office Suite computer software applications, specifically Word, Excel and Outlook. Strong skills in note-taking, proofreading and editing with a high degree of accuracy. Must be detail oriented, have good communication skills and the ability to develop and maintain productive and effective relationships with internal and external stakeholders. Experience working directly with a board, authority, commission or committee. Ability to communicate effectively with high-level staff, community members, board members and elected officials; and must often hold knowledge of sensitive and confidential information with discretion. Excellent organizational skills, including the ability to work independently to set priorities and attend to multiple tasks in a fast-paced environment.
Duties are generally sedentary in nature. Visual acuity is required to read data on a computer monitor and must be able to operate keyboard-driven equipment. May be required to lift up to 25 pounds. Duties can be performed with or without reasonable accommodations.
Panel interview. As part of the interview process an exercise will be administered. Interview exercise may include: a writing sample exercise, review of a financial statement with conclusions, or a brief presentation.
Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-324-4900 for assistance. TTY 711. EEO/AA/TTY.