Position: Front Desk Office and Accounting Assistant

Status: Regular, FullTime, Non-Exempt

Hours: 40 hours per week, Monday-Friday. Evenings, weekends, and holidays on occasion.

Reports to: Executive Assistant and Office Manager

Position Overview

The Front Desk Office and Accounting Assistant is responsible for everyday office tasks, receptionist duties, multi-tasking, and basic accounts payable processing for Leichtag Foundation and its subsidiaries.

About the Leichtag Foundation

The Leichtag Foundation ("Foundation") is a private independent foundation located in Encinitas, California, with a strong interest in advancing the North County coastal region of San Diego where our founders Lee and Toni Leichtag, of blessed memory, lived and worked. The Leichtag Foundation also supports programs in Jerusalem, Israel. The Foundation currently holds approximately $112 million in assets and has granted about $104 million since its inception in 1991'more than half of this since becoming independent in 2008. The Foundation focuses its philanthropy on combating poverty and increasing self-sufficiency for residents of coastal North County; supporting and inspiring vibrant Jewish life in coastal North County; stimulating renewal, service, and social activism in Jerusalem, Israel; and building strong connections and relationships between San Diego and Israel.

In 2012, the Leichtag Foundation purchased the former Paul Ecke Ranch in Encinitas, California. The Foundation's goal for this 67.5acre agricultural property, known as Leichtag Commons, is to create a physical platform for the advancement of the strategies listed above and a cultural and community resource for the San Diego region. With breathtaking views of the Pacific Ocean, a network of greenhouses, barns and other structures, and easy access to the public, the property is situated in an ideal North County location.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

Office Administration (50%):

Greeting and directing all visitors to the correct destination
Managing the daily calendar for Leichtag Foundation meeting rooms
Coordinating and scheduling meetings and appointments as directed, which includes ordering food, room set up, technology set up and troubleshooting, and any other meeting logistics
Assisting in coordinating an active calendar for Executive team members, as directed
Answering incoming calls, screening/directing calls, and taking and relaying messages to the appropriate team members
Coordinating messenger and courier services
Retrieving, receiving, sorting and distributing incoming mail
Preparing outgoing mail for distribution
Monitoring incoming emails and answering or forwarding as required
Faxing, scanning and copying documents
Maintaining office filing and storage systems
Updating and maintaining data in various databases, such as contact records and activity logs in our CRM system, internal staff email and phone lists, and internal staff birthdays and anniversaries
Retrieving information when requested
Coordinating and maintaining administrative records and listings, such as company credit cards, memberships, associations, subscriptions, dates and times of all events and meetings held on property
Typing documents, reports and correspondence
Organizing travel arrangements for staff as assigned
Attending meetings as directed, note-taking, as well as, communicating follow up and action items
Monitoring and maintaining office supplies
Ensuring office equipment is properly maintained and serviced
Performing work-related errands as requested such as going to the post office and bank
Keeping office, reception, and meeting areas clean and tidy

Accounting Assistant (40%):

Collect, verify and organize vendor documentation including W-9, Certificates of Insurance (COI), invoices, contracts, agreements, credits, receipts, and statements
Review and reconcile invoices, check request, and expense reports for appropriate signatures, account codes, dates, and discrepancies
Enter all invoices, check request, and expense reports in QuickBooks
Pay vendors by preparing checks with supporting documentation
Verify vendor accounts by reconciling monthly statements. Enter new or update vendor data
Provide accurate and effective document preparation and records management relative to the AP function in accordance with records retention policies and procedures
Protect organization's value by keeping information confidential
Other duties as assigned

Other (10%):

Maintain proper documentation both hardcopy files and electronic via Sharepoint and Quickbooks
Provide back up support and cross-training with administrative staff, as needed
Assist in audit and tax filings
Other duties as assigned

Required Qualifications and Experiences

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Exceptional customer service skills; cooperative; strong team-player
One to three years of work experience required, preferably in an office setting
One to three years processing accounts payable
Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat
Experience with Quick Books, or similar platforms, and CRM systems
Outstanding verbal communication skills with the ability to anticipate requests, potential problems and act to resolve in real time
High level of self-motivation with the ability to manage priorities and work independently
Commitment to the values and mission of the Leichtag Foundation
Superior and consistent attention to details
Excellent written, listening, and interpersonal skills
Exceptional organizational and analytical skills, and strong ability to keep track of projects
Poised and works well under pressure and in a fast-paced changing environment
Able to manage goals and meet deadlines
Able to work on a computer for extended periods of time
High level of discretion and ability to handle confidential issues
Flexibility and willingness to work simultaneously on a wide range of tasks and projects and ability to prioritize tasks
Pleasant, diplomatic manner and disposition in interacting with senior management, co-workers, and the general public
Commitment to continuous improvement

Preferred Qualifications and Experience

College degree in related field preferred or relevant professional experience
Experience with Salesforce preferred
Bilingual(English/Spanish) preferred

Compensation

Wage is commensurate with experience. The Leichtag Foundation offers a competitive benefits package.

Typical Working Conditions

The Front Desk Office and Accounting Assistant will work inside an office, as well outdoors on occasion. There will be exposure to Southern California outside temperatures, chemicals used in the agricultural industry, and loud noises.

Essential Physical Tasks

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Continuous walking, standing, climbing, stooping, bending, kneeling, reaching, lifting and carrying.

Equipment Used

Computer, printer, office equipment.

How to Apply

Please visit our website, https://leichtag.org/aboutus/employmentopportunities/ and click on the view and apply for current opportunities here link to apply online.

The Leichtag Foundation is an equal opportunity employer.

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