Administration & Finance Associate

We need to output HTML fragment with headings

for sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections that have real specific content. We must not repeat job title as heading. Must not include Job ID etc. Remove boilerplate. Must preserve all substantive info. We need to parse the posting. Content: - About Field & Fork Network: description of organization. That's about the organization, not necessarily "About the role". The instruction says use

for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we can have "About the role" heading, but the posting includes "About Field & Fork Network" and "Position Description". We could treat that as "About the role". Probably we should put that content under

About the role

. It includes description of organization and position description. - Responsibilities: there is a "Key Responsibilities:" with subcategories: Executive Support, Finance Support, Operations Support, Board Relations. We need to list duties as

• . Should we keep subheadings? The instruction says use
  • for any list of duties/requirements/benefits. It doesn't forbid subheadings inside? Probably we can keep subheadings as plain text or maybe as but not as headings. Safer to just list each duty as a bullet, maybe grouping with a brief intro. But we must preserve all substantive info; we can include subheadings as plain text before the list. - Qualifications: there is a "Qualifications:" section with bullet-like sentences. We'll treat as list. - Skills: The posting mentions proficiency in Google Workspace, Slack, Givebutter, QuickBooks Online, Adobe Acrobat. Also "Excellent written and verbal communication skills, with strong attention to detail." Also "Demonstrated ability to handle confidential information...". Those could be skills. We could create a Skills section. - Benefits: "Your salary is supplemented with a competitive benefits package including health benefits, paid time off, and 401(k) employer match." Also "Field & Fork Network operates under a hybrid work model. This position is expected to work in the office Monday through Thursday, with the flexibility to work remotely on Fridays." That's schedule info. Also "The expected salary range for this position is 60,500-62,000." That's pay. - Pay: salary range. - Schedule: hybrid work model, Monday-Thursday in office, remote Fridays. We must not create sections with filler like "commensurate with experience". The posting says "Compensation commensurate with experience." That's filler; we should not include that as a separate Pay section if it's just that phrase. But we have actual salary range, so we can include Pay section with that range. The phrase "Compensation commensurate with experience." is extra but we can include it as part of Pay paragraph maybe but it's not specific; but we can include it as a sentence after the range? The instruction: "never emit a heading followed by filler/placeholder text (e.g. 'commensurate with experience', 'not specified', 'N/A', 'varies', 'TBD')". So if we create a Pay section, we must not have only filler; we have actual range, so it's fine. We can include the sentence about commensurate as additional detail; it's not filler alone. Similarly, Benefits: we have health benefits, paid time off, 401(k) employer match. That's specific. Schedule: we have hybrid model, Monday-Thursday in office, remote Fridays. That's specific. Now we need to output only HTML fragment, no /, no markdown fences. We'll structure:

    About the role

    ... (organization description and position description)

    Responsibilities

    • ... (list each duty)
    ...
    We need to decide how to break responsibilities. The posting has categories; we could keep categories as or just include them in bullet text. We'll extract each bullet: Executive Support: - Provide direct administrative support to senior leadership, including calendar management, meeting coordination, and correspondence drafting. - Assist with strategic initiatives, grants management, and relationship cultivation for the CEO and leadership team. - Coordinate logistics for internal and external events, including scheduling, RSVPs, catering, and audiovisual needs. - Support organizational goals by assisting with special projects as assigned. Finance Support: - Support the CEO and Senior Finance Manager with accurate and timely financial administration, including expense tracking, and vendor management. - Maintain accurate financial records and perform data entry in QuickBooks Online. - Organize and maintain documentation to support monthly bank reconciliations. - Support accounts payable processes, including expense tracking, invoice processing, and vendor management. - Support accounts receivable processes, including timely bank deposits and recording individual donations. - Assist with the preparation and distribution of annual 1099s. - Process invoices and maintain accurate financial records and documentation. - Support vendor onboarding and maintain accurate vendor records. - Assist with financial reports, spreadsheets, data entry, and other financial recordkeeping. Operations Support: - Oversee day-to-day office operations, including facilities, office supply procurement, travel arrangements, and workplace safety. - Coordinate mailings and donor fulfillment. - Support internal and external communications, including confidential correspondence, event logistics, and organizational policies and procedures. - Maintain vendor portals and organizational accounts, including secure access and account documentation. - Coordinate team-building and professional development activities that support a positive workplace culture. Board Relations: - Serve as the primary administrative point of contact for Board Relations, supporting the CEO and Board leadership for effective, mission-aligned governance including the onboarding and offboarding of Board members - Coordinate Board of Directors and committee meeting cycles, including annual calendars, timelines, agendas, materials, logistics, and follow-up. - Maintain accurate and confidential governance records, including minutes, resolutions, policies, and the board handbook, ensuring timely distribution. We'll put each as
  • . Now Qualifications: list: - Bachelor’s degree in business administration, nonprofit management, or a related field preferred. - 3-5 years of experience in an executive assistant or similar administrative role, preferably in a nonprofit or mission-driven organization. - Working knowledge of nonprofit financial management and organizational operations. - Excellent written and verbal communication skills, with strong attention to detail. - Proficiency in Google Workspace, Slack, Givebutter, QuickBooks Online, and Adobe Acrobat. - Demonstrated ability to handle confidential information with sound judgment, discretion, and professionalism. We could split Skills: proficiency list and communication skills etc. But we already have qualifications includes proficiency. The instruction says we can have Skills section separate. But we can also put those under Qualifications. However we need to follow headings list: we can include Qualifications and Skills separate if we have content. The qualifications already includes proficiency; we could move proficiency to Skills. But we must preserve all info; we can duplicate? Better to keep Qualifications as education/experience/knowledge, and Skills as technical/proficiency and soft skills. Let's parse: Qualifications bullet list includes education, experience, working knowledge, communication skills, proficiency, confidentiality. We could make Qualifications: education, experience, working knowledge. Skills: communication skills, proficiency, confidentiality handling. But the instruction: "Prefer a few substantive sections over many thin ones." So maybe we keep Qualifications as one section containing all those bullet points. That's fine. Then we might not need a separate Skills section. However the instruction list includes Skills as possible heading; we can omit if not needed. But we have specific skills like proficiency in software; we could keep them under Qualifications. That's acceptable. Thus we will have sections: About the role, Responsibilities, Qualifications, Benefits, Pay, Schedule. We must not include Requirements heading if not distinct; we can skip. Now Benefits: we have "Your salary is supplemented with a competitive benefits package including health benefits, paid time off, and 401(k) employer match." Also maybe mention hybrid work model? That's schedule. So Benefits bullet list: health benefits, paid time off, 401(k) employer match. Pay: "The expected salary range for this position is 60,500-62,000." Also "Compensation commensurate with experience." We'll include both sentences. Schedule: "Field & Fork Network operates under a hybrid work model. This position is expected to work in the office Monday through Thursday, with the flexibility to work remotely on Fridays." Now we need to ensure we don't include boilerplate like EEO, application instructions, etc. Remove "How To Apply:" and equal opportunity statement. Now produce HTML. We'll wrap each section in

    and then

    or

    . For About the role: we need to combine the organization description and position description. Original text: "About Field & Fork Network Field & Fork Network is a fast-growing New York State food and farming nonprofit that connects communities to innovative solutions that foster a sustainable food system. We strive to live and advance Field & Fork Network’s Core Values of being: Fair-Minded – We honor unique identities and perspectives with dignity. Forward thinking – We turn ideas into long-lasting solutions. Collaborative – We incorporate diverse voices and ideas. We are deeply committed to fostering a work environment where people feel supported, listened to, and can do their personal best. Position Description: The Administration & Finance Associate is a key partner to the CEO and senior leadership team, keeping things moving, priorities aligned, and the day-to-day running smoothly. This dynamic role combines executive, operational, and strategic support across communications, finance, and development within a fast-paced nonprofit environment. The ideal candidate will have a keen eye for detail, be extremely organized, and display initiative. They will come to the position with experience, or a demonstrated ability, to create and implement systems to build efficiencies and review processes with an eye toward improvement and development. This position requires strong interpersonal skills, a creative problem solving approach, and an ability to communicate effectively and work with collaboration and transparency." We'll put that in a

    . Now Responsibilities: we will output

    • ... each duty. We need to ensure we don't miss any. Let's list them precisely. Executive Support: - Provide direct administrative support to senior leadership, including calendar management, meeting coordination, and correspondence drafting. - Assist with strategic initiatives, grants management, and relationship cultivation for the CEO and leadership team. - Coordinate logistics for internal and external events, including scheduling, RSVPs, catering, and audiovisual needs. - Support organizational goals by assisting with special projects as assigned. Finance Support: - Support the CEO and Senior Finance Manager with accurate and timely financial administration, including expense tracking, and vendor management. - Maintain accurate financial records and perform data entry in QuickBooks Online. - Organize and maintain documentation to support monthly bank reconciliations. - Support accounts payable processes, including expense tracking, invoice processing, and vendor management. - Support accounts receivable processes, including timely bank deposits and recording individual donations. - Assist with the preparation and distribution of annual 1099s. - Process invoices and maintain accurate financial records and documentation. - Support vendor onboarding and maintain accurate vendor records. - Assist with financial reports, spreadsheets, data entry, and other financial recordkeeping. Operations Support: - Oversee day-to-day office operations, including facilities, office supply procurement, travel arrangements, and workplace safety. - Coordinate mailings and donor fulfillment. - Support internal and external communications, including confidential correspondence, event logistics, and organizational policies and procedures. - Maintain vendor portals and organizational accounts, including secure access and account documentation. - Coordinate team-building and professional development activities that support a positive workplace culture. Board Relations: - Serve as the primary administrative point of contact for Board Relations, supporting the CEO and Board leadership for effective, mission-aligned governance including the onboarding and offboarding of Board members - Coordinate Board of Directors and committee meeting cycles, including annual calendars, timelines, agendas, materials,