The Foundation Board is launching a search for a new Finance Administrator. A position description outlining desired qualifications and job responsibilities is provided below.

The Foundation is a 501(c)(3) nonprofit organization, and its mission is to enhance the quality of education at the Bronxville School.

The Foundation has two part-time employees, the Executive Director (“ED”) and the Finance Administrator (“FA”), and a volunteer 30-member Board.  The FA supports the ED in most administrative functions, especially fundraising and office administration. The FA interacts with the Board members, whose work is organized into eight sub-committees.  The most active office administrative work comes from the Development, Finance, and Grants sub-committees.

The FA must be a team player with good interpersonal skills who is flexible and can work independently.  The FA must be proficient with Microsoft Word & Excel (including mail merge) and Google Suite and have strong bookkeeping skills as well as experience working with a database, preferably donor software. The FA must have good working knowledge of accounting and banking. The Foundation utilizes Quicken software for its accounting and financial software and DonorPerfect for its donor database. Maintaining donor records using the DonorPerfect database and accounting and financial records using Quicken software is one of the most important aspects of the Finance Administrator’s job.

Primary Functions

1. Support the ED and Foundation Chair in all areas requested.
2. Maintain and update DonorPerfect donor database.
3. Maintain financial records using Quicken software, processing all Foundation income and expenses.
4. Process all mail and contributions, including but not limited to:

a)  Processing all cash, check, stock, online PayPal and matching gift contributions,

b)  Preparing and processing all bank deposits,

c)  Recording all gifts in both Quicken and DonorPerfect,

d)  Regularly reconciling Quicken and DonorPerfect for accuracy,

e)  Reconciling bank accounts, PayPal account and Vanguard accounts monthly and quarterly.

5. Prepare all letters of acknowledgment.
6. Process all payments, including appropriate recording in Quicken and writing of checks:

a)  for administrative expenses,

b)  for grants payments (including compilation of requisitions, purchase orders and other appropriate documentation for the Foundation’s records and facilitation of grant payments to the school district).

7. Assist in the preparation, processing & tracking of grants paperwork.
8. Generate all DonorPerfect and Quicken reports monthly and as requested; understand the essentials of creating reports and running queries in a database.
9. Backup DonorPerfect and Quicken on a regular basis.
10. Prepare information required for annual audit, prepare and assist with auditor information requests, and communicate with auditors as needed.
11. Monthly, and as requested, provide Board members with their assigned donor lists; work with VP Development on annual updates to assigned donor lists.  
12. Prepare and coordinate community drive and alumni drive mass mailings and process returned mail.
13. Maintain Alumni Walk brick lists and process orders.
14. Coordinate Alumni reunion tours.
15. Assist with the Annual Katie Welling Run and other special events.
16. Maintain and order office supplies as needed.
17. Reserve meeting rooms for monthly Foundation Board meetings.
18. Attend Foundation Board meetings, as needed.
19. Answer the phone and respond appropriately to Board members, faculty and/or staff who come to the Foundation office with questions.

This position is part-time. The role is in-person at the Foundation office located in the Bronxville School at 177 Pondfield Road in Bronxville, NY and requires approximately 25 hours per week during the school year.  Summer responsibilities such as checking mail and making payments require intermittent office visits.  Estimated annual compensation is $30,000 to $32,000.

Applicants should email a resume and cover letter highlighting relevant experience to Helena McSherry at hmcsherry@bronxvilleschool.org.