Administrative Assistant

Organization Summary:

Jewish Federation of Palm Beach County is a 501(c)3 nonprofit organization dedicated to transforming, inspiring and saving lives in the Palm Beaches and 70 countries around the world. Each year, Jewish Federation inspires thousands of community members to contribute, volunteer and participate in programs that generate more than $50 million, leading a powerful impact in the community.

Position Summary:

The Donor Services Administrative Specialist supports the Donor Services Team and brings a positive, solution- oriented approach to every task. This role is crucial as they provide comprehensive administrative support to Donor Services, a department that handles a significant volume of transactions for the organization, as such, the individual will possess strong organizational skills, exceptional attention to detail, and the ability to manage multiple priorities simultaneously. The role will assist in maintaining the integrity of the donor data in the CRM and ensure the smooth operation of the department. This position involves frequent interaction with departments across the Federation as well as with high-profile donors and other key contacts requiring excellent customer service and communication skills.

Essential Duties and Responsibilities:

• Support Donor Services Team and Manager with a variety of departmental tasks

• Serve as the primary point of contact for donors and staff, providing excellent customer service

• Screen calls and manage communications, resolving requests promptly and efficiently

• Log mail and internal payments and assist with triage

• Copy, scan, and file donation backup, event RSVPs, and other departmental documentation

• Monitor Donor Services mailbox throughout the day and maintain Donor Services email box, responding to donor and other external and internal communications in an efficient and timely manner

• Process credit card payments and scan/file related backup in network folders and department files

• Prepare credit card settlement report to be processed by Donor Services Associate

• Monitor JIRA/Fresh Service Ticketing system to alert Donor Services Team/Manager to any requests and escalated tickets and complete assigned tickets

• Create, update, and maintain constituent records to ensure the accuracy of the database

• Complete CRM workflow requests

• Research returned mail and update CRM with accurate donor information

• Generate payment acknowledgment letters and manage mailings

• Prepare adjustment forms under the direction of DS team and provide required supporting documentation

• Craft off-cycle billing statements and assist in quarterly statement production

• Produce off-cycle tax receipts and participate in tax receipt mailing at year-end

• Set-up event registrations in CRM and provide event staff with RSVP copies and assist with the resolution of registration discrepancies

• Assist with check deposits and make departmental bank deposits when necessary

• Manage department calendars and complete department mailings

• Perform other assigned tasks and duties necessary to support the department

Qualifications and Success Factors:

• Associate's degree preferred and two years' related administrative experience

• Proficiency working in a CRM database required

• Organization ticketing system (JIRA, Freshservice) experience preferred

• General knowledge of finance a plus

• Strong knowledge of basic office software, including MS Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom required

• Detail-oriented and highly organized with proven ability to manage and prioritize multiple tasks or projects

• Excellent interpersonal, communication, and customer service skills

• Maturity, professionalism, and high level of discretion are required

• Ability to work effectively on a team and independently

• Must be able to pass Level 1 background check

Work Environment:

Position is eligible to work from home occasionally in accordance with Federation policies. When working from home, employee must:

• Follow all Federation policies and procedures,

• Be available to other employees during Federation's normal business hours,

• Not work from a public place (e.g., coffee shop, library, etc.) and/or join a public, unsecure wi-fi network when working with sensitive or confidential information,

• Coordinate with IT department to maintain appropriate computer equipment and connectivity.

Pay Rate:

In addition to benefits, the hourly rate for this role ranges between $24 and $26 per hour. We benchmark our salary ranges for new hires in relation to the role, level, and role location; however, we consider a multitude of factors, to include relevant experience, skills, and education/training, to determine compensation within the identified range.

The Jewish Federation of Palm Beach County is an Equal Opportunity Employer.

The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time at the Federation's discretion. Employment is at-will, and this job description is not an employment contract, and nothing herein shall be deemed to create in any way whatsoever an employment contract.