Job Type: Full-Time, Salaried
Location: Ligonier, Indiana (On-Site)
Schedule: Approximately 40 hours per week
Reports To: President/CEO
Position Description
The Finance and Operations Coordinator is a full-time, salaried position requiring approximately 40 hours per week and reporting directly to the President/CEO.
This role coordinates the Community Foundation of Noble County's daily financial processes and operational activities, including accounts payable and receivable, fund accounting support, financial reporting, office administration, and event logistics.
The Coordinator works closely with the President/CEO, accountant, auditors, staff, Board members, donors, fund representatives, and community partners to ensure accurate records, responsive service, and efficient operations.
Duties and Responsibilities
FINANCIAL OPERATIONS: ACCOUNTS PAYABLE AND RECEIVABLE
- Manage payments to vendors and grantees.
- Enter accounts payable transactions and accurately record grant requests, gifts, and pledges in Community Suite.
- Prepare and send timely gift acknowledgments and tax receipt letters.
- Complete deposits and maintain records.
- Collect and monitor W-9s and ACH information from vendors and grantees as required.
- Audit petty cash as needed or at minimum, monthly.
- Maintain certificates of insurance files for independent contractors.
- Coordinate workers' compensation audits, claims, and related correspondence with the insurance provider.
- Oversee routine document destruction, annual record retention, and file maintenance.
- Set up and maintain campaign records for Lilly Gift initiatives, nonprofit workshops, and other Foundation activities.
FUND ACCOUNTING AND FINANCIAL REPORTING
- Set up fund information in Community Suite.
- Send reports to fund representatives as requested.
- Coordinate documentation and records with the accountant and auditors for the annual audit, tax filings, and Forms 1099.
- Prepare grant reports for the Board and any other financial reports as requested.
- Maintain a listing of the Foundation's fixed assets.
- Assist the President/CEO in annual budget preparation as requested.
- Collaborate with the accountant to prepare monthly and quarterly financial statements, income and expense reports, and other requested financial reports.
- Work with fund representatives to answer financial questions.
EVENT PLANNING AND COORDINATION
- Plan and coordinate logistics for the annual Philanthropy Dinner and other assigned Foundation events, including venues, catering, invitations, registration, equipment, supplies, setup, and cleanup.
- Serve as a point of contact for event vendors, sponsors, volunteers, community partners, and service providers to ensure clear communication and timely execution.
- Prepare and monitor event budgets, track expenses, coordinate invoices and payments, and help evaluate event outcomes.
OFFICE AND ADMINISTRATIVE OPERATIONS
- Answer calls, greet visitors, respond to routine inquiries, and direct requests to appropriate staff.
- Handle acknowledgments of memorials and honorariums.
- Help maintain orderly, welcoming office and shared spaces and coordinate routine office needs.
- Follow Foundation policies, confidentiality requirements, record-retention procedures, and internal financial controls.
- Perform other duties and responsibilities assigned as necessary or requested by the President/CEO.
- Provide professional, responsive service to donors, fund representatives, grantees, volunteers, and community partners.
• High School Diploma required.
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