Job Details

Fund Services Associate

Oregon Community Foundation, Portland

Job - Non-Profit

Close Date: 11/17/2019

Job Title: Fund Services Associate
Location: Portland Office

Since 1973 The Oregon Community Foundation (OCF) has pursued a mission to improve lives for all Oregonians through the power of philanthropy. We work with individuals, families, businesses and organizations to create charitable funds that support the community causes they care about. These funds support the critical work that nonprofits are doing across Oregon. Our headquarters are in Portland, with regional offices in Bend, Eugene, Salem, and Medford, Oregon.
The Fund Services Associate is responsible for entry of fund and contribution data into the Foundation’s database; generating letters and reports relating to donations, new funds and deferred gifts; and administrative support to the Finance and Fund Services Department. This position works closely with other departments of the Foundation, especially the Development and Donor Relations Departments.

Essential Duties and Responsibilities:
A. Fund Setup and Administration Percentage of Time 70%
· Coordinate the establishment of new funds and fund modifications. Track the collection of required documents and proactively identify and retrieve missing information. Enter fund information into the database, scan fund documents into document locator and initiate workflows. Create hardcopy files for new and deferred funds.
· Generate and mail new fund acknowledgment letters and related materials to donors and their professional advisors.
· Perform regular maintenance in database including updating donor records and modifying fund information.
· Track legal matters arising in funds, including name changes, modifications to fund purpose and committee appointments. Assist in preparation of resolutions for consideration by the board of directors. Mail confirmation letters to advisors following board approval of resolutions.
B. Donation Administration Percentage of TIme: 20%
· Monitor OCF’s brokerage account and liquidate gifts of securities after verifying that the type and quantify of shares matches information we’ve received from donors or their advisors. Compile supporting documentation, such as share prices and trade confirmations, and prepare stock contribution worksheet. Communicate status of trades with other OCF staff, donors or their advisors as needed.
· Serve as the backup for the entry of contributions into the database. Scan checks and other documents, transfer files to document locator, launch the contribution workflow and generate and mail acknowledgment letters in a timely manner.
· Support the processing of bequest gifts, including tracking of bequests in process, completion of financial and other forms and filing of documentation.
· Generate reports from the database as needed.
· Open mail, sort and tally incoming checks, and record checks in spreadsheet as part of a two-person team.
C. Department Administrative Support Percentage of Time: 5%
· Generate and review fund lists for the annual report.
· Provide limited support for the annual audit.
· Provide general clerical support as needed, including filing, submission of invoices for payment, and occasional support to the Associate Vice President for Finance and Fund Services.
D. Marginal or Non-Essential Job Duties: Percentage of Time: 5%
· Provide periodic backup support to Receptionist as needed
· Participation on cross-departmental teams related to work culture

Required Cultural Values:
In addition to the specific job requirements for each position, staff are expected to embody certain cultural values to support OCF’s mission: communicate effectively, value one another, demonstrate accountability, embrace possibilities, address conflict and take action.

Required Education, Training, Experience and Skills:
· Two or more years of work experience with an emphasis on record keeping, customer service and administrative support.
· Associates Degree or equivalent related work experience in lieu of degree.
· Comfortable working with financial data and comprehending legal documents.
· Experience using constituent management software/database. Experience in web and electronic based document management tools and practices.
· Volunteer or work experience in the nonprofit sector preferred.
· Excellent working knowledge of MS Windows, Outlook, Excel, Word, Internet
· Excellent customer service skills – provides service that is courteous and competent to convey trust and confidence
· Strong oral and written communication skills – Able to compose and edit routine business letters and emails.
· Accurate and timely completion of tasks.
· Requires flexibility and ability to shift priorities and adapt to new processes.
· Keyboarding proficiency
· Strong organizational skills – detail-oriented, ability to work independently and in a team, ability to prioritize and manage several tasks efficiently, ability to meet multiple deadlines, and ability to quickly shift priorities and adapt to change
· Demonstrates willingness to work effectively, respectfully and cooperatively with other team members and staff from other departments. Possess cultural agility skills necessary to work effectively with diverse people, teams and communities.

Physical Demands and Working Conditions:
This job is typically performed under very comfortable working conditions; any disagreeable elements are general absent during normal performance of the job. Job duties are performed in an office setting or indoor meeting rooms. Requires repetitive use of keyboard and monitor, and ability to sit or stand for long periods at a time. Requires ability to use telephone and standard office equipment.

Safety: Support a safe work environment by performing work duties safely and according to procedures. This includes reporting all injuries, illnesses or accidents sustained while working to your immediate supervisor as soon as possible after the occurrence or within 24 hours of the injury, illness or accident, and reporting any accident involving OCF vehicles, equipment or other property, regardless of the nature of the accident, to your immediate supervisor as soon as possible after the accident.

Compensation and Benefits:
The pay rate for this position starts at $18 per hour DOE. Our excellent benefit package includes generous paid time off, choice of medical and dental coverage, vision, outstanding 401k retirement plan, commuter and healthcare pre-tax savings accounts, employer paid disability and life. Employees have access to an Employee Assistance Plan, paid volunteer leave, professional development opportunities, and much more!

To Apply:
The Oregon Community Foundation is an Equal Opportunity Employer committed to equity, diversity and inclusion. We strive to build a diverse workforce to promote effective work in partnership with all communities and population groups in Oregon. We welcome a diverse pool of qualified applicants.
To be considered for this position, please provide a cover letter addressing how you meet the requirements of this position, and a copy of your most recent resume. Apply online at

Complete details: