Job Opportunities

Program Officer - Downeast

Position Summary

The program officer facilitates grantmaking, donor services, and outreach activities in Hancock, Washington, and Waldo counties and coordinates other arts-related grant programs. Additionally, the position assists with the strategy development and implementation of the foundation’s largest portfolio of discretionary funds focused on the Downeast region.

Essential Duties and Responsibilities
Grantmaking Services: 65%
  • Build and maintain relationships with nonprofit organizations and provide technical assistance to grant seekers
  • Conduct outreach activities, as needed, to increase visibility of grant programs to nonprofits
  • Stay current and research local and regional issues
  • Recruit, train, and manage volunteer advisors for grantmaking committee
  • Review grant proposals and facilitate assigned committees with review and selection of grant applications, in compliance with MaineCF practices, policies, and values
  • Assist with other special projects as requested.
Donor Services: 25%
  • Implement advancement and outreach activities including:
    • Share knowledge of local and regional issues
    • Assist committee members to build charitable resources for the region and/or focus area
    • Build relationships with current and prospective donors, as time allows
    • Share information about organizational priorities and activities that align with donors’ interests
    • Match proposals from competitive grant programs with donors’ interests
    • Develop and implement donor service plans.
  • Non-essential Duties and Responsibilities (10%):
    1. Perform other duties as assigned.
    2. Assist with special projects, such as facilitating Downeast Innovation Initiatives.

    General Expectations
    1. Be committed to the mission of Maine Community Foundation.
    2. Maintain open and effective communication with all departments within the Foundation; work as a member of the team in the performance of duties.
    3. Consistently maintain a positive attitude.
    4. Understand and work within Foundation policies and procedures.
    5. Be reliable and trustworthy.
    6. Be well-organized.
    7. Be punctual for scheduled work and use time efficiently.
    8. Perform duties in a conscientious and cooperative manner.
    9. Perform work in a timely fashion with a minimum of errors.
    10. Maintain confidence and protect the Foundation by keeping confidential information concerning MaineCF business, its employees, and its donors, as well as other information, confidential.

    Physical Requirements
    The physical requirements described here are representative of those that must be met by the Incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    While performing the duties of this job, the employee is regularly required to sit for prolonged periods of time, talk and hear. The employee is occasionally required to stand, walk and use hands to operate a standard computer keyboard. The employee may occasionally lift and/or move up to 25 pounds. Vision requirements include: close vision, distance vision, depth perception, and the ability to adjust focus.

    Work Environment

    The work environment characteristics described here are representative of those the incumbent encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    Work is performed in a normal office environment and in various meeting settings across the state; the noise level is relatively quiet. Travel is required.

    Qualifications Needed for Position
    Experience and skill requirements: The following experience and skills are considered essential:
    1. Knowledge of Hancock, Washington, and Waldo counties, including organizations and issues that may have long-term impact on communities there and across Maine
    2. Knowledge of nonprofit organizations and/or grantmaking
    3. Experience with donor services/customer services and outreach
    4. Meeting facilitation and group dynamic skills
    5. Excellent communication, critical thinking, interpersonal, and team skills
    6. Demonstrated ability to work with diverse groups and individuals
    7. Strong analytical skills
    8. Well-organized, self-motivated, can-do attitude
    9. Willingness and ability to travel within Maine
    10. Willingness and ability to attend meetings and events outside regular work hours as needed.

    Education Requirements: The following education requirements are considered essential:

    • Bachelor’s degree or equivalent and 5-8 years relevant, professional work experience.

    This position is located in Ellsworth. Competitive compensation, EOE. Email  resume and cover letter by October 26, 2018, to Chris Woods, at

    Finance Assistant

    MaineCF seeks a highly motivated professional responsible for performing day-to-day accounting functions, including processing and monitoring payments of expenses, vendor invoices, and grant requests; maintaining payroll system and monitoring or preparing payroll-related filings; preparing daily deposits; and being the point person for many HR tasks.

    Position Summary

    The finance assistant is responsible for performing day-to-day accounting functions, including processing and monitoring payments of expenses, vendor invoices, and grant requests; maintaining payroll system and monitoring or preparing payroll-related filings; and preparing daily deposits. The finance assistant is also the point person for many HR tasks. Providing these services in an effective and efficient manner will ensure that vendors and grants are paid accurately and timely; employees and their benefits are paid in a timely and appropriate manner, and all daily receipts are accurately deposited into the appropriate bank account. Position reports to Controller.

    Accounts Payable Responsibilities

    • Knowledgeable of all aspects of the accounts payable system
    • Receive all invoices and stamp them with the date received
    • Verify each invoice amount is correct, proper backup is attached when applicable, general ledger number is recorded properly, and invoice is approved by authorized personnel.
    • Enter invoices into the accounts payable system for payment
    • Transfer scheduled grant payments
    • Process the weekly check run, or more frequently as needed
    • Maintain all recurring accounts payable transactions
    • Process annual scholarship check run
    • Record date paid and check number on each invoice
    • Run post-processing update in grant management software
    • Make sure each check is signed and prepare for mailing
    • Monitor component fund grant budgets in accordance with spending policies and cover checks issued via online bank transfer as needed
    • Maintain and update vendor file in the accounts payable system
    • Monitor inventory and order all checks
    • Reconcile accounts payable to the general ledger each month
    • Reconcile 125 medical and dependent care to general ledger monthly
    • Order and prepare 1099 forms and keep vendor files up-to-date for 1099 requirement

    Payroll and Human Resource Responsibilities

    • Establish and maintain confidential employee files
    • Process payroll bi-weekly
    • Manage benefits administration
    • Maintain human resource data site for finance department
    • Prepare Retirement Plan Form 5500
      • Complete Compliance Update Questionnaire
      • Complete PSW Form 5500 Questionnaire
      • Submit Non-discrimination Testing Data
      • Submit Employee Data and check for errors
      • View results and corrective actions, if any
      • File Form 5500
      • File form 8955-SSA
      • Distribute Summary Annual Report
  • Other HR Responsibilities
    • Wage and Benefit Surveys
    • Best Places to Work in Maine Registration and Survey
    • Maintain electronic W-9 vendor file
    • Validate federal and state employment posters are posted and updated
    • Yearly employee review notices to supervisors
  • Deposits

    • Collect all checks and prepare deposit using bank’s on-line remote check capture scanning product
    • If necessary, deliver deposit items to bank
    • Process all credit card gifts
    • Complete on-line bank transfers as needed

    Other Responsibilities

    • Assist with proofing and distribution of quarterly fund statements
    • Perform other duties as assigned


    • Associate degree in accounting (or related field) or equivalent experience.
    • Experience with computerized accounting programs
    • Experience with Excel and Word
    • Excellent communication skills

    This position is located in Ellsworth and occasional travel is required. Associate degree in accounting (or related field) or equivalent experience. Non-profit fund accounting experience is also preferred. Competitive compensation, EOE.

    Forward resume and cover letter by October 19, 2018, to