Job Posting

Administrative Assistant – Accounting/Clerical
Post Date: December 16, 2025

Position Summary

The Community Foundation of Warren County, dedicated to sustaining and enhancing the quality of life in Warren County through philanthropy, is seeking a highly organized and detail-oriented Administrative Assistant with emphasis on Accounting and Clerical duties to join our team. This full-time position is not a remote work position and requires on-site presence. The role is critical to the Foundation’s operations, requiring strong financial acumen to manage payables, payroll, and fund reconciliations, coupled with excellent administrative skills to support grant processing, scholarship administration, and general office duties. If you are a proactive problem solver with proven proficiency in accounting practices and Microsoft Office, and you thrive in a mission-driven, non-profit, team environment, we encourage you to apply.

Prospective applicants are invited to submit a current resume using one of the following methods:

  1. Mail: CFWC, 310 Second Avenue, Suite 1, Warren, PA 16365
  2. Email: cfwc@westpa.net   Subject line: Resume

Key Responsibilities

Accounting and Financial Support

  • Process all payables, including operational accounts payable and grant checks; prepare accompanying letters for grant distributions.
  • Reconcile checking account and money market account deposits within the Stellar system.
  • Process contribution deposits and necessary fund transfers; accurately enter these transactions into the Stellar accounting system.
  • Prepare payroll according to schedule and enter data from payroll application into the Stellar system.
  • Reconcile monthly/quarterly investment statements and review third-party bank statement reconciliations, compiling necessary documentation.
  • Prepare semi-annual distribution of income checks and letters.
  • Assist with budget and cash report preparation, and other reports as assigned.
  • Assist the Executive Director in preparing the annual administrative budget.
  • Support audit preparation and provide necessary documentation.
  • Prepare tax exemption filings as required.

Grant and Scholarship Administration

  • Enter grant data and maintain scholarship information in the Stellar System, including setting up new accounts and organizations.
  • Manage scholarship-related correspondence, track applicant status, and file required reports.
  • Process scholarship checks and correspondence to colleges.
  • Assist with the processing of monthly non-traditional scholarship applications and awards.
  • Provide administrative support for all grant processing, including tracking grants made by the Foundation and grant follow-up reports.
  • Assist with fund-raising events, including processing checks, generating reports, and event-day donor support.

Administrative and Clerical Duties

  • Manage general office operations, including opening and closing the office, handling phone calls, and processing mail.
  • Perform general filing of minutes, board reports, audit/tax reports, and statements.
  • Distribute monthly meeting packets to Board members.
  • Assist the Executive Director with general correspondence and other duties as assigned.
  • Update the CFWC Website using WordPress and maintain posts on social media.

Required Qualifications and Skills

  • Education/Experience: 5+ years of accounting-related professional experience is required.
  • Accounting Software: Experience with Stellar iPhi or similar accounting software is a plus.
  • Proficiency: Highly proficient in data entry, statement reconciliation, and deposit preparation.
  • Microsoft Office: Proficient in Word, Outlook, and Excel.
  • CMS/Social Media: Experience working in WordPress CMS and updating social media content.
  • Organizational: Excellent organizational skills and the ability to manage multiple tasks effectively and prioritize.
  • Communication: Strong written and verbal communication skills.
  • Attention to Detail: Must be accurate and detail-oriented.
  • Other: Strong analytical skills, experience with technical writing (documenting procedures), and comfort working in a digital environment.

Desired Attributes

  • A strong commitment to customer service.
  • Be dependable, proactive, pleasant, and collegial.
  • Ability to be discreet in handling confidential information.
  • Respond to requests in a timely, appropriate, and professional manner.
  • A team player and problem solver.
  • An aptitude for process improvement and leveraging technology.
  • Experience working in the non-profit sector is preferred.

Prospective applicants are invited to submit a current resume using one of the following methods:

  1. Mail: CFWC, 310 Second Avenue, Suite 1, Warren, PA 16365
  2. Email: cfwc@westpa.net   Subject line: Resume