PCCF Seeks Part-Time Administrative Assistant

Looking for an opportunity to join the team at Park County Community Foundation? We are actively seeking a part-time Administrative Assistant.

See full position description and how to apply below:

Position Title: Administrative Assistant

Location: Livingston, MT

Reports To: Finance and Administration Director

Position Type: Non-exempt, 10-12 hours a week

Compensation: Paid hourly at $22-$24/hr rate

Benefits: SIMPLE retirement plan, partial cell phone reimbursement

Organizational Overview:

For the Love of Park County, Park County Community Foundation works to inspire investment and leadership to cultivate resilient communities.

Over the past 19 years, the Park County Community Foundation has grown into the largest foundation focused solely on the livability of Park County, granting close to $25 million locally. The result of true collective effort, PCCF has strengthened the community’s way of coming together and solving local challenges. We believe that Park County’s challenges can be addressed best with local, collaborative solutions. Through our four key programs, we help strengthen the nonprofits who are working on the front lines of our community so we can have the most impact countywide.

• We Will: Annual grants awarded to select nonprofits effectively addressing the issues identified by our annual survey of residents’ opinions and hard data.

• Give A Hoot: A month-long giving challenge each year that inspires generosity across the entire community.

• Emerging Issues: Our unique ability to respond to emergent issues and convene people to address them. For example, disaster response, housing affordability, childcare shortage, arts council, and fiscal sponsorships.

• Nonprofit Action: Professional development for the staff and board members of Park County’s nonprofits that increases capacity to carry out their mission.

As Park County grows, PCCF will continue to be a trusted leader by increasing our ability to foster meaningful philanthropy and community collaboration while honoring our heritage and uniqueness of place.

Position Summary: This position is focused on helping daily operations run smoothly through strong organization, communication, and administrative support. The ideal candidate is professional, adaptable, accurate, and enjoys supporting a mission-driven team.

Core Position Responsibilities:

Operational Support:

• Help with database entry and updates, including contact lists and foundation records.

  • Maintain and update donor records in the organization’s database

  • Conduct regular database maintenance including contact updates, duplicate removal, and data integrity checks

  • Maintain Foundation mailing lists and email directories

  • Prepare materials serving as tax-exempt donation receipts and acknowledgement letters

• Handle transactions which include deposits, record-keeping involving receipts, processing for payment of invoices, and check preparation.

• Help track expenses related to programs and fundraising initiatives.

• Generate reports, as needed, to support operational needs.

• Assist in organizing and coordinating in-person or virtual events and campaigns.

Office Support:

• Receive or greet in-person visitors and clients.

• Respond to general phone and email inquiries or direct them to the appropriate team member.

• Provide general office support, including filing, document preparation, and mailing management.

• Maintain digital and physical filing systems, per document retention policy, ensuring organized and up-to-date records.

• Help coordinate meetings, prepare agendas, and take meeting notes, as needed.

• Oversee facility management including but not limited to:

  • Monitoring and maintaining office inventory and supplies.

  • Organization and upkeep of office storage areas

  • Coordination with vendors and service providers

Skills and Qualifications:

• Commits to the mission of PCCF and the vitality of Park County’s nonprofit sector;

• Supports a culture of philanthropy within the organization and across Park County;

• Ability to work independently and collaboratively with a diverse team;

• 2+ years of administrative, office coordination, or nonprofit support experience and/or relevant experience

• Highly organized and able to handle multiple tasks and projects;

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with CRM or grant management systems is a plus.

• Strong written and verbal communication skills;

• Ability to handle sensitive information with discretion and maintain confidentiality;

• Flexibility to work occasional evenings or weekends during peak campaign or event periods.

How to Apply:

Interested candidates should submit their resume to Annie Beaver at office@pccf-montana.org. Please include "Administrative Assistant Application - [Your Name]" in the subject line. Applications will be accepted on a rolling basis until the position is filled.

The Park County Community Foundation is an equal-opportunity employer committed to diversity and inclusion. We encourage individuals from all backgrounds to apply.

Note: This job description is intended as a general guide and may be subject to change to meet the evolving needs of the organization.