Library Foundation Development and Foundation Manager
City of Bastrop Tx, Bismarck, ND, United States
Job Overview
This is a part-time on-site position for approximately 20 hours a week responsible for office duties, including maintaining the Bismarck Library Foundation, Inc.’s (BLF) donor database; preparing correspondence and accounting duties; preparing for meetings; taking minutes; and working with the Executive Director for event planning. Knowledge of donor database software, QuickBooks, and Microsoft Office is required.
Supervision Supervision Received: Works as a team with the Executive Director under the supervision of the Library Director with oversight from the BLF Board of Directors.
Supervision Exercised: None.
Commitment to Diversity The person in this position will demonstrate support for diversity, equity, and inclusiveness (D.E.I.), as well as participate in maintaining a respectful and positive work environment. All applicants will be considered for employment without bias. All ethnicities, race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status are encouraged and welcomed to apply.
Responsibilities
Maintain donor records in Giftworks software.
Prepare pledge payment notices once a month for the upcoming month.
Prepare Gold Card, Ben Franklin, and Novel Club renewal notices once a month.
Process all donations by making photocopies of checks and then posting to Giftworks and QuickBooks.
Prepare thank‑you letters for donations received.
Prepare deposit slips at least once a week for deposit of funds received.
Write checks for any bills, obtain necessary signatures for approval, and post to expense accounts in QuickBooks.
Maintain finances in QuickBooks and prepare financial reports for meetings.
Pull all necessary records for the annual audit and work with auditors during audit.
Prepare a draft of the new budget for the coming year for the Finance Committee.
Maintain and prepare mailing list for semi‑annual newsletter mailing.
Prepare donor list for printing in the newsletter.
Keep the donor kiosk up to date on the main floor.
Update the main floor donor sign each year before the spring event.
Prepare donor/donation reports as needed by the Executive Director.
Take meeting minutes when required and type them.
Prepare for meetings: order lunches, prepare reports, make photocopies.
Perform mail merges from database for any mass mailings.
Perform any other duties of comparable level/type as required.
Minimum Qualifications
Associate degree in Business, Administration, or Accounting required.
Working knowledge of foundation database software required; five or more years of experience working for a non‑profit foundation preferred.
General understanding of the principles and practices of foundation work.
Computer proficiency in QuickBooks, fundraising database software, Microsoft Word and Excel.
Office management skills including the ability to develop and maintain accurate ongoing records of existing and potential donors; maintain financial records using QuickBooks and provide monthly reports; take accurate meeting minutes and quickly provide printed copies; run photocopies; work with mass mailings and mail merges.
Ability to communicate clearly and effectively.
Must be able to relate to and work as a team player with the Foundation Executive Director and Library staff.
Must carry oneself with an attitude of professionalism and integrity with all library stakeholders, including the general public and fellow library employees.
Must adhere to the Library’s Dress Code Policy and maintain proper personal hygiene.
Benefits This position is not eligible for benefits.
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Supervision Supervision Received: Works as a team with the Executive Director under the supervision of the Library Director with oversight from the BLF Board of Directors.
Supervision Exercised: None.
Commitment to Diversity The person in this position will demonstrate support for diversity, equity, and inclusiveness (D.E.I.), as well as participate in maintaining a respectful and positive work environment. All applicants will be considered for employment without bias. All ethnicities, race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status are encouraged and welcomed to apply.
Responsibilities
Maintain donor records in Giftworks software.
Prepare pledge payment notices once a month for the upcoming month.
Prepare Gold Card, Ben Franklin, and Novel Club renewal notices once a month.
Process all donations by making photocopies of checks and then posting to Giftworks and QuickBooks.
Prepare thank‑you letters for donations received.
Prepare deposit slips at least once a week for deposit of funds received.
Write checks for any bills, obtain necessary signatures for approval, and post to expense accounts in QuickBooks.
Maintain finances in QuickBooks and prepare financial reports for meetings.
Pull all necessary records for the annual audit and work with auditors during audit.
Prepare a draft of the new budget for the coming year for the Finance Committee.
Maintain and prepare mailing list for semi‑annual newsletter mailing.
Prepare donor list for printing in the newsletter.
Keep the donor kiosk up to date on the main floor.
Update the main floor donor sign each year before the spring event.
Prepare donor/donation reports as needed by the Executive Director.
Take meeting minutes when required and type them.
Prepare for meetings: order lunches, prepare reports, make photocopies.
Perform mail merges from database for any mass mailings.
Perform any other duties of comparable level/type as required.
Minimum Qualifications
Associate degree in Business, Administration, or Accounting required.
Working knowledge of foundation database software required; five or more years of experience working for a non‑profit foundation preferred.
General understanding of the principles and practices of foundation work.
Computer proficiency in QuickBooks, fundraising database software, Microsoft Word and Excel.
Office management skills including the ability to develop and maintain accurate ongoing records of existing and potential donors; maintain financial records using QuickBooks and provide monthly reports; take accurate meeting minutes and quickly provide printed copies; run photocopies; work with mass mailings and mail merges.
Ability to communicate clearly and effectively.
Must be able to relate to and work as a team player with the Foundation Executive Director and Library staff.
Must carry oneself with an attitude of professionalism and integrity with all library stakeholders, including the general public and fellow library employees.
Must adhere to the Library’s Dress Code Policy and maintain proper personal hygiene.
Benefits This position is not eligible for benefits.
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