Organizational Description

Family owned and controlled for over 70 years, we are guided by a generational perspective. We bring a unique combination of strengths to businesses that today includes commercial real estate development and investment services through United Properties and Northmarq; sports and entertainment such as the Minnesota Twins Major League Baseball Club and River Road Entertainment; industrial automation systems provided by PAR; and forward-thinking capital managed by Pohlad Investment Management. We are rooted in a proud legacy of strong values, sustained growth, and purposeful long-term thinking. Foremost among those founding values is sharing the success of our business pursuits and strengthening the communities we call home. Since 1993, the Pohlad Family Foundation has distributed more than $238 million to non-profit organizations where we live and work.

Position Purpose

The position provides critical support to the Pohlad Family Office providing a variety of administrative office support, with some finance and accounting tasks. The position reports to the SVP-Family Operations but also performs work under the general supervision of other department personnel.

Key Accountabilities

Daily Tasks:

• Morning Mail Delivery - Sort and deliver mail
• FileTrail - Process new file requests (as needed) and maintain FileTrail database 
• Supply Ordering (as needed)
• FedEx Shipments
• Schedule Meetings
• Courier/ Post Office (if necessary)
• Copying/Scanning and filing in electronic filing system (CCH Document), as requested
• Retrieving Files from storage as requested (Iron Mountain)
• Charitable Contributions
• Input Contributions into database
• Organize in CCH Document
• Contact nonprofits for acknowledgements, if needed

Monthly Tasks:

• Bank Reconciliation (Try to complete by the 10^th of each month)
• Upload Statements in CCH Document
• Resolve discrepancies and work with bank or manager on issues
• Broker Statement Filing & Input
• Organize Broker Statements in CCH Document

Other:

• Create promissory notes for loans via mail merge
• Secure signatures on notes
• File notes in CCH Document and update tracking spreadsheet
• 1099 annual submission process (January)
• Organize communication for 1099 submittal between Judd, Ostermann & Demro and family office staff.
• File Purge (February-March)
• Generate reports for Managers to review files
• Input changes in FileTrail
• Order Files from Iron Mountain
• Refill boxes and send to Iron Mountain. 
• Coordinate and complete yearly Secretary of State Filings
• Manage relationship with CT Corp
• Prepare Board Resolutions, written actions and Secure Signatures
• Save signed documents in minute books/CCH Document
• Update PowerPoint Organizational Flowcharts
• Tax Extensions, Estimates and Return Process
• Help create certified mail for material tax deadlines (April, September, October) as well as postage.
• Copy returns for filing and retention
• Upload and save returns, K-1s, etc. (CCH Document and/or Deloitte Intela)
• Special Projects

Required Knowledge, Skills & Abilities

• Strong computer and technical skills and the ability to learn new technologies.
• Proficiency in Microsoft Office Suite; must be strong in Excel and PowerPoint.
• Strong organizational skills, and ability to multi-task
• Ability to maintain a high degree of confidentiality
• Ability to respond quickly and professionally in rush or critical situations
• Strong interpersonal and communications skills to interact with employees at all levels of the organization.

Education and Experience

• College degree preferred.
• 2-3 years’ experience in an administrative, finance and accounting support role.

Work Environment

While performing the duties of this job, the employee will work primarily in an office environment. The noise level in the work environment is usually moderate. This position will be in office Monday-Friday.

Physical Demands (with or without reasonable accommodations)

While performing the duties of this job, the employee may be prone to sitting for lengthy periods of time. The employee is regularly required to talk or hear. The employee is frequently required to stand, walk, sit; use hands to handle or feel; and reach with hands and arms. Occasionally required to hear objects, tools, or controls. Specific vision abilities required by the job include close vision. Lifting requirements may be required to lift and/or move up to 20 lbs. No travel is required.

Compensation and Benefits

At Pohlad Companies, we are proud to share the anticipated hiring range for this position is $24-$30 per hour, exclusive of fringe benefits or potential bonuses. If you are hired at Pohlad Companies, the hourly compensation you are offered will be determined based on factors such as skills, education, and/or experience. In addition to these factors, we believe in the importance of pay equity and consider the internal equity of our current employees as part of any final offer. Hiring at the maximum of the job’s assigned full pay range would not be typical in order to allow for future & continued salary growth (NOTE: anticipated hiring range is a narrower range than the full pay range the job title is assigned to). 

At Pohlad Companies, we offer a comprehensive and competitive benefits package which reflects our commitment to supporting the health, financial stability, and overall well-being of our employees. The range of benefits are designed to help employees thrive both professionally and personally, and include:

Health and Wellness Benefits

• Medical, Dental, and Vision Plan
• Flexible Spending Account (FSA) and Health Savings Account (HSA)
• Employee Assistance Program (EAP)
• Mental and Emotional Well-being Resources

Financial and Insurance Benefits

• 401(k) Retirement Savings Plan with Company Match
• Life Insurance and Disability Insurance (Short-Term and Long-Term)
• Accident and Critical Illness Insurance
• Identity Protection

Work/Life Balance Benefits

• Paid Time Off (PTO) and Paid Holidays
• Floating Holiday and Paid Volunteer Time Off
• Volunteer Paid Time Off (PTO)
• Paid Parental Leave and Paid Caregiver Leave
• Adoption Reimbursement
• Pet Insurance

Community and Culture

• Matching Gift Program
• Employee Assistance Fund (EAF)
• Pohlad Perks: Discounts on travel, technology, and other products and services