Careers | William T. Grant Foundation

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Receptionist / Bookkeeping Assistant

The William T. Grant Foundation seeks a Receptionist/Bookkeeping Assistant to join our team. The Foundation is a national funder of high-quality research on children and youth in the United States. Our current focus areas are: 1) programs, policies, and practices that reduce inequality in youth outcomes; and 2) strategies to improve the use of research evidence in policies and practices that affect youth. Our funding spans various social science disciplines and across child welfare, juvenile justice, mental health, employment, youth programs, and education.

The Receptionist/Bookkeeping Assistant has a basic understanding of all the Foundation’s activities and, as the first point of contact for our guests, is responsible for ensuring that external contacts are directed appropriately. The position is a member of the Finance and Administration department and provides regular assistance with bookkeeping tasks as well as a with a range of facilities, operational, and administrative support. The position normally is staffed in the office from 8:45 a.m. to 5:00 p.m.

This is a nonexempt position. The salary range is $52,000 to $59,000 and is commensurate with experience in addition to a highly competitive benefits package, which includes health, dental, and vision insurance; flexible spending account; 403(b) contributions; 11 yearly paid holidays; and an annualized 25 total vacation, personal, and sick days. We require all employees to be fully vaccinated against the coronavirus as a condition of employment. The Foundation will consider requests for reasonable accommodations on an individual basis in accordance with applicable legal requirements.

Responsibilities

Reception:

Welcome and direct all incoming telephone calls, visitors, mail, deliveries, and infobox inquiries.
Provide basic information regarding the Foundation, including a general description of funding interests.
Provide basic guidance to users of the Foundation’s online grants management system.
Arrange conference calls and manage our audio/visual equipment as needed.
Provide voice recording for the Foundation’s off-hour telephone announcements.
Maintain and update the office calendar of the Foundation’s in-house meetings.
Support hosted meetings with, setup, refreshments, cleanup, audio/visual equipment, and similar.
Maintain relationships with supply vendors and other service personnel.
Keep the reception area orderly and prepare the office each morning via such duties as forwarding general voicemails, setting out newspapers, and receiving deliveries.

Facilities:

Liaise with building management and vendors to resolve facilities and maintenance issues.
Order routine office and kitchen supplies and refreshments; stock supply areas and maintain inventory.
Maintain emergency equipment, including first aid kits, emergency radio, AED machine, fire extinguishers, and personal protective equipment.
Schedule and support staff meetings, gatherings, and other staff events.
Ensure that the office and common areas are clean, presentable, and appropriate for usage by staff and guests.

Bookkeeping and Accounting:

Code and enter invoices for payment processing.
Update vendor information.
Maintain invoice files and support mailing of payments.
Process credit card expense reports.
Track incoming checks and route them to appropriate staff.
Assist in the preparation of mailings and reports for Board Committees.
Assist in other accounting-related tasks as needed.

Operations:

Draft departmental meeting agendas and timelines.
Post routine outgoing mail and packages; maintain supply of stamps.
Manage office record retention, including archives, offsite storage, and document shredding service.
Create and monitor budget for select accounts.
Coordinate movie pass program; prepare weekly sales reports.
Provide backup assistance with basic information technology equipment.
Maintain and update Outlook contact lists.
Special projects as assigned.

Qualifications:

Computer literacy is required. The Foundation uses Microsoft Office and other collaborative software.
Experience in an office or customer service environment preferred. Knowledge of basic accounting is a plus.
Must be able to prioritize and balance a wide range of individual and team responsibilities.
Required traits include maturity, a pleasant and professional image, exceptional communication skills, organizational skills, sound judgment, and attention to detail.
Ability to multi-task and work on other assigned projects as needed.

How to apply:

Submit a cover letter describing qualifications for and interest in the position, a resume, and contact information for three references to jlui@wtgrantfdn.org. In the subject line, name the job for which you are applying and indicate where you saw this announcement. We are reviewing materials on a rolling basis, and the position will remain open until filled. The William T. Grant Foundation is an equal opportunity, affirmative action employer.

The expected start date is May 15, 2023 but is negotiable in the event of conflicting prior commitments. The candidate hired for this position is required to work in the Foundation’s New York City office on a daily basis.

About the William T. Grant Foundation

The William T. Grant Foundation supports research to improve the lives of young people ages 5-25 in the United States. The Foundation’s focus areas are reducing inequality in youth outcomes and improving the use of research evidence in ways that benefit young people. Its grantmaking centers on high-quality empirical research that has the potential to advance theory, build evidence, and inform policy and practice. The Foundation’s assets were valued over $395 million as of January 31, 2023. Our annual budget is in excess of $20 million. The Foundation is based in New York City and has a full-time staff of 19.