Summary The Membership and Accounting Assistant is responsible for supporting the day-to-day needs of the Development and Finance teams. Responsibilities include: verifying, entering, and processing all day-to-day Payable information in the financial system; preparing funds for deposit on a regular basis; maintaining the Foundation's vendor accounts (such as Amazon); maintaining the donor databases. The Membership and Accounting Assistant will work with various staff to ensure that data and financial information is gathered accurately and efficiently.

Responsibilities will also support the successful day-to-day fundraising and administrative functions critical for the organization's success. These efforts include: assisting the Associate Director of Development in growing the Michigan Theater Foundation's membership and annual giving programs, membership benefit fulfillment, assisting with member/donor relations, membership processing, donation processing and acknowledgment processing, and occasional day-time customer service support.

Essential Functions - Data Entry, Fundraising, and Administrative Support

1. Record all donations into donor database, including Major Gifts, Grants, Sponsorships, Towsley Society Gifts, Memberships, Annual Gifts and Seat Sales.
2. Execute donation acknowledgment letters.
3. Provide membership benefit fulfillment.
4. Coordinate and execute membership and annual giving renewal mailings.
5. Process, record and fulfill membership purchases.
6. Manage volunteers with monthly renewal mailing, newsletter, and appeal mailings; pull data as instructed.
7. Provide donor database management assistance; update donor contact information, monitor obituary announcements, ensure accuracy of data, and other updates as directed.
8. Provide day-to-day support to members/donors; answer their questions, provide materials/information on membership and annual giving programs, problem resolution, etc.
9. Provide occasional customer service and administrative support as requested by management.
10. Other duties as assigned.

Essential Functions - Finance Office

1. Process all Accounts Payable. This includes reviewing all invoices for accuracy, gathering approvals, checking for duplicates, coding for proper allocation, etc.
2. Regularly process bill payments in a timely manner.
3. Prepare funds for deposit and regularly deposit funds at various financial institutions utilized by the organization.
4. Primary contact for Accounts Payable which includes handling most email and phone communications with vendors, requesting W-9's for new vendors, maintaining and responding to emails received through the accounts payable dedicated email.
5. Manage foundation Amazon Business account including training staff and approving all orders placed by staff members.
6. Maintain and order all back-office supplies as needed.
7. Other duties as assigned.

Additional Duties

1. Assist in maintenance and troubleshooting of office machinery such as postage machine and copier.
2. Attend meetings: Membership & Annual Giving (weekly), Staff (monthly), Data management (bi-weekly)

Work Environment The work is primarily indoors in an office environment within a theater building and may have some exposure to fumes, odor, dust, etc. The noise level in the work environment is usually moderate but is occasionally loud.

Physical Demands While performing the duties of this job, the employee is regularly required to talk and hear. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. This role requires sitting at a desk for extended periods of time. Extended computer use is required. This role also regularly requires reaching, standing, walking, bending, kneeling, stooping, crouching, crawling and climbing stairs. The employee will regularly lift and/or move items that weigh up to 10 pounds.

Travel Limited local travel is required to attend events, prospect/donor meetings, community meetings or visit offsite locations.

Required Education and Experience

• 1 to 3 years of related experience in accounting, administration, or non-profit support role.
• Strong verbal and written communication skills.
• Prior accounting software experience, preferably QuickBooks, with the ability to learn and adapt to other software programs such as Agile and Donor Perfect.
• Ability to organize and prioritize tasks.
• Demonstrated problem solving skills and ability to handle sensitive information.
• Efficiency, effectiveness, accuracy and attention to detail.
• Ability to multi-task and easily shift priorities.
• Self-directed with the ability to work collegially within a small organization.
• Demonstrated ability to work independently, as well as work collaboratively and diplomatically with others.
• Strong decision-making skills, process and project management skills, attention to detail and organization, and energetic and driven.

Preferred Education and Experience

• Prior finance experience within a nonprofit organization.
• GAAP knowledge.
• Experience with Agile, Donor Perfect, Zoho, and HubSpot, or other CRM programs.
• A passion for community, history, public storytelling, cinema and the arts.
• Associates or Bachelor's Degree in related study is a plus.

Additional Eligibility Qualifications A valid driver's license and access to reliable transportation is required.