Job Description

Position:  Office Administrator

Classification:  Part Time (16-20 hours/week)

Supervisor:  Women and Girls Fund of Waukesha County, Executive Director

Management: N/A

Mission: The Women and Girls Fund of Waukesha County is dedicated to advancing the health and well-being, self-sufficiency and empowerment of women and girls in Waukesha County by growing our endowment to provide financial grants and support.

Essential Duties

The Office Administrator will operate as the organization's gatekeeper, ensuring smooth operation and accurate financial record keeping. They will be responsible for managing financial records and transactions, donor relations, and providing administrative support. A close working relationship with the Women and Girls Fund Executive Director, Treasurer, and Marketing & Event Coordinator is critical. 

Financial and Compliance

• Accurately process all organization donations, gifts and acknowledgements.
• Process payroll and payment of all expenses in accordance with policies and established internal control processes.
• Maintain accurate and up to date financial records utilizing QuickBooks.
• Generate financial statements for leadership review ensuring compliance with relevant accounting standards and regulations.
• Provide support for annual financial audits and form 990 preparation. Maintain backup documentation for easy access.
• Oversee Fund Statements, collaborate with the Waukesha County Community Foundation as needed.
• Reconcile bank accounts, monitor cash flow and assist in cash management.
• Assist in budget preparation and monitoring.
• Maintain confidentiality of financial and sensitive information

Organizational/Record Keeping

• Maintain a database of donors, prospects and event attendees including contact and constituents’ information, gift entry and provide reporting as needed.
• Maintain an accurate list of board members and committees. Track board and committee participation and involvement.
• Schedule and provide board meeting notice, create agenda packets, take meeting minutes and organize and ensure board members have meeting materials.
• Assist in maintaining and organizing filing systems digitally.

Fundraising, Donor, and Grantee Relations

• Prepare gift acknowledgements and pledge reminders as needed.
• Assist the executive director with prospect/donor engagement and solicitation, and record activity.
• Provide clerical support for the grant making process.
• A ssist in planning and executing organizational events.

Communication

• Answer email and phone calls, provide timely and professional follow-up for all correspondence.
• Proofread reports and written documents for grammar, punctuation and spelling errors for staff and volunteers as needed.
• Communicate effectively with vendors, clients, and other stakeholders.
• Provide exceptional customer service to event attendees, sponsors, and donors.

General Office

• Maintain office supplies and equipment.
• Open and sort mail.

Experience

The ideal candidate will have:

• Proven experience as a bookkeeper or in a similar role and have a solid understanding of accounting principles and financial statement preparation.
• Strong alignment with the Women and Girls Fund’s mission.
• Proficiency in Microsoft Office Suite, QuickBooks, and donor database management tools.
• Exceptional organizational skills and a demonstrated record of attention while managing multiple tasks and solving problems.
• Demonstrate success in working with various stakeholder groups and diverse populations.
• Self-starter who is energetic, outgoing & learns quickly.
• Ability to work under and manage deadlines.

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