We are currently seeking a full-time Nonprofit Accounting & Operations Specialist and a part-time Fund Development Specialist. See both job descriptions and application instructions below.
NONPROFIT ACCOUNTING & OPERATIONS SPECIALIST
The Long Beach Public Library Foundation (“Foundation”) was established in 1996 by concerned citizens when Long Beach libraries ranked near the bottom nationwide in per capita spending on books, materials, and programs for youth.
The Foundation is an independent 501(c)(3) non-profit charitable organization that provides support to the Long Beach Public Library through the procurement of private funds. The Library Foundation’s mission is to provide support to enhance the Long Beach Public Library and encourage literacy and education for all members of the Long Beach community.
The Accounting and Operations Specialist maintains the day-to-day operations and accounting activities of the Foundation. This position reports to the Executive Director (ED), supporting her and the two other Foundation staff (Director of Development and Communications Manager) in all financial, operations, and office management matters.
The position requires an average of 40 hours per week, Monday through Friday, 8:30am to 5pm, and with occasional attendance at events and meetings on evenings or weekends. However, all in-person meetings and events will likely be on hold until the City of Long Beach determines that it is safe to reopen libraries to the public. (Click here to view the City of Long Beach health orders.) Until that time, all Foundation staff works remotely with limited time in the office as needed. Any staff present in the office observes the recommended safety protocols (physical distance, masks, etc.) Once city libraries reopen, some remote work may be permitted but regular attendance in the downtown Long Beach office will be required.
KEY OPERATIONS RESPONSIBILITIES:
- Manage day-to-day Foundation office management, administrative, and clerical duties.
- Manage external phone calls and emails in a polite manner with the goal of being helpful.
- Ensure Foundation compliance for all operations and fundraising activities, coordinating relevant licenses, permits, and registrations.
- Meet all confidential requirements regarding the management of financial, donor, and personnel information including distribution controls, secure filing and disposal, and records retention and storage.
- Maintain current knowledge of and comply with Foundation policies and procedures.
- Coordinate and schedule meetings as needed.
- Order and manage office supplies.
KEY ACCOUNTING RESPONSIBILITIES:
- Manage day-to-day bookkeeping/accounting duties.
- Manage accounts payable/receivables including opening and processing bills and donations, making journal entries, and account coding.
- Monitor bank activity/reconciliation.
- Work with outside Accountant and Auditor to ensure accuracy and legal compliance.
- Serve as coordinator to the audit process, working closely with the independent auditor and reporting to the Audit Committee.
- Track administrative and fundraising expenses against budget
- Ensure Foundation is adhering to all policies, internal controls, accounting standards, laws, procedures, and reporting requirements.
- Manage QuickBooks to ensure all financial activity is accurately recorded.
- Manage Raiser’s Edge database to ensure all gifts are accurately recorded including soft credit attributions as appropriate.
- Manage gift entry, batching, and support Director of Development (DoD) acknowledgment process for all donations.
- Support DoD in tracking gifts, in-kind and cash donations, sales, and gift acknowledgment letters.
- Support DoD with grant activities.
- Prepare monthly financial reports (Statement of Financial Position, Profit & Loss, Statement of Change in Net Assets) for board meetings.
- Prepare fundraising and finance reports and dashboards that can be easily understood by non-finance professionals.
- Effectively communicate and present critical financial matters at Board and Finance Committee meetings.
- Coordinate with DoD on pledge schedule and reminders.
- In coordination with the DoD and Communications Manager, maintain accurate, up-to-date database lists and reports for all direct mail and e-mail appeals.
- Support the ED on the annual budget process. Notify ED when budget will be exceeded.
- Serve as coordinator/administrator for the Finance Committee. Attend Finance Committee meetings, take meeting minutes, share with the committee and Board.
- Maintain continuous lines of communication, keeping the ED and DoD informed of all critical issues.
- Assist with special events coordination, including event logistics, vendor coordination, volunteer management, ticket sales/registration processes, managing the event planning checklist, tracking the budget, day of event coordination.
- Additional responsibilities as directed by the Executive Director.
$20-25 per hour, based on experience, plus a competitive benefits package—medical, dental, retirement matching plan, paid sick, holiday, and vacation days.
To apply, email your resume and cover letter to lbplfoundation[at]gmail.com. Please write “Accounting & Operations Specialist,” in the subject line.
We will review all applications as soon as possible and do our best to respond to each one. We ask that you please do not call about the position unless we contact you for an interview.
The Long Beach Public Library Foundation is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
PART-TIME FUND DEVELOPMENT SPECIALIST
The Long Beach Public Library Foundation is an independent 501(c)(3) non-profit charitable organization that provides raises funds for all 12 Long Beach Public Libraries. The Library Foundation’s mission is to provide support to enhance the Long Beach Public Library and encourage literacy and education for all members of the Long Beach community. https://LBPLfoundation.org/
Schedule: Part-Time—15 hours per week. Mostly flexible hours.
Compensation: $30 per hour
Reports to: Director of Development
Location: 90% Remote; 10% Long Beach
This part-time, contract position reports directly to the Director of Development (DoD) and supports her in all Foundation fundraising activities including grants, database management and reporting, donor correspondence, proofreading, and event management.
The position calls for 15 hours per week, most of which can be done remotely and during flexible hours. One to two hours per week will require reporting to the Foundation office, in downtown Long Beach, during business hours. The position may occasionally require staffing of events and meetings on evenings or weekends. Currently, all meetings and events are virtual until further notice.
- Database and list management using Excel and Raiser’s Edge.
- Ensure database includes accurate donor information.
- Generate, curate and proofread donor mailing lists and giving reports.
- Conduct research on new grant opportunities and application processes.
- Compile and submit all required materials for grant applications and reports.
- Assist with writing grant applications and reports.
- Every week, produce gift acknowledgement letters, ensuring each letter is accurate, grammatically correct, and follows proper protocol/etiquette.
- Scan and digitally file gift related documents for easy reference.
- Mail acknowledgement letters.
- Maintain calendar of development-related deadlines, events, and activities.
- Regularly prepare fund development progress reports for Board of Directors.
- Maintain online event platform, entering in-kind gifts/auction items and ticket holder information into database.
- Occasional Event Support: set up, break down, guest registration.
- Coordinate and attend fund development committee meetings (currently virtual), assisting with agendas and meeting notes.
- Additional responsibilities as directed by the Director of Development.
- Nonprofit administrative and/or fundraising experience required.
- Expert written communications skills required.
- Meticulous attention to detail with the ability to prioritize and meet deadlines.
- A demonstrated ability to produce error-free work when performing a variety of work functions such as writing, proofreading, and data entry is required.
- Proficiency with Microsoft Word and Excel required; Google Docs, Microsoft Teams, and/or Raiser’s Edge a plus.
- Ability to work with minimal supervision balanced with a willingness to ask questions to clarify assignments.
- Committed to supporting the Library Foundation’s mission and vision.
- Familiarity with Long Beach community and libraries a plus.
- We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.
Long Beach Public Libraries are temporarily closed to the public until further notice to prevent the spread of COVID-19. During this time, all events will be conducted virtually, and Foundation staff are working remotely. On the occasion that a staff member must visit the Foundation office, all will follow recommended COVID-19 protocols to ensure the safety of our staff. The Foundation will return to regular business once the City of Long Beach determines it is safe to do so.
Please email résumé, cover letter, and a writing sample to lbplfoundation[at]gmail.com. Please include “Fund Development Specialist” in the subject line. We will do our best to respond to every application. No calls, please.