Financial Administrator

DATE: January 18, 2025
JOB DESCRIPTION: Financial Administrator
ROLE: Provides support to Board of Directors and JLWS Members
REPORTS TO: President and President Elect
HOURS: 20 hours per week
SALARY: $16/hour

JOB DESCRIPTION

Reporting to the President and President Elect, the Financial Administrator is responsible for the administrative and business functions that support the Junior League of Winston-Salem (JLWS). The JLWS is an organization of women whose mission is to advance women's leadership for meaningful community impact through volunteer action, collaboration, and training. As an integral part of the team, the Financial Administrator must work collaboratively with the Board of Directors, volunteers, donors, and community partners to provide exceptional member support and customer service. An ideal candidate must possess a strong understanding of bookkeeping, a high level of familiarity with technology, and an ability to master database management. This position requires attention to detail, an ability to work independently, and an efficient treatment of the basic administrative workflow that keeps the work of the Junior League moving forward.

JOB DUTIES AND RESPONSIBILITIES

PRIMARY RESPONSIBILITIES:

• Understands all facets of Junior League of Winston-Salem (JLWS) programs and operations
• Provides critical source of continuity in the year-to-year operations of the League

ADMINISTRATIVE SUPPORT

• Provide on-going administrative support to Board of Directors and other JLWS members as requested
• Assists with annual member dues and annual fund contributions
• Assists with first class and small batch mailings
• Assists with distribution of mail
• Orders collateral materials on annual or semi-annual basis
• Assists with front office coverage, including answering the telephone and responding to email requests
• Assists with membership mailings: dues, annual giving, invitations, placement related mailings, etc.
• Maintains inventory and reordering of all office supplies
• Assists with all office equipment: computers, copier, fax, and postage machines and places service calls and troubleshoot as necessary
• Maintains organization of headquarters
• Assist with small batch photo copy requests by the JLWS committees and councils
• Assist with other meeting requirements such as copies, name tags, etc.

FINANCIAL RESPONSIBILITIES

• Receives and processes requests for reimbursements and assists with check cutting (assigning correct budget code) and distribution
• Sends invoices as requested by committee chairs, Finance VP/AVP
• Manages all credit transactions through Digital Cheetah including online orders, dues payments and contributions
• Assists with the receiving and processing of checks from JLWS members and customers
• Reconciles monthly credit card statement – assigns budget codes to each line item
• Communicates as needed to Finance VP/AVP when checks need to be signed and/or checks have been received
• Assists Finance VP/AVP as requested regarding payment plan pending sheet and annual dues related billing/inquiries/follow through
• Assists with annual reviews of budgets related to headquarters as requested
• Assists with forecasts for and purchase office equipment as needed
• Maintains contracts for existing and new office equipment with support from the Finance VP
• Maintains copies of required material for auditors, contract copies, board agendas and minutes, all JLWS publications and

GMM agendas and paperwork

• Set-up online payment on Digital Cheetah as needed for vendors, events, advertisers etc.
• Help running reports or make phone calls, set up payments on Digital Cheetah to collect member financial obligations
• Assist with providing reports and answers queries from Digital Cheetah
• Must understand JLWS budget accounts and strive to find cost reductions when possible
• Maintains integrity in following prudent financial procedures in compliance with annual audit

VOLUNTEER SUPPORT

• Update HQ needs as needed to President and President Elect
• GMM meeting coordinator – Sets up events on Digital Cheetah, manages obligations
• Special Events (usually Sustainer related) Coordinator – Setting up events, mass-mailing and tracking as needed
• Keep up-to-date with policies for Status changes – Make online status updates including transfer e-update on Digital

Cheetah, ensure data accuracy. Coordinates status changes with Admin VP.

• Create New Members in Digital Cheetah with appropriate ad hoc relationships, statuses, obligations etc.
• Provide direct support for Digital Cheetah and JLWS email accounts– access, usage, updates, issues etc. for members.
• Create emails and update items for JLWS email accounts.
• Create and renew keyfobs for members.
• Run queries for various requested reports – Member rosters, birthdays, gatherings, publication/ special events mailing, audit etc.
• Provide membership data for printers for different mailings/ publications.
• Work with Digital Cheetah to help troubleshoot, run queries for members, events etc.
• Support JLWS publications with noteworthy milestones, member obituaries, and HQ updates – provided to League Link.

FUND DEVELOPMENT/DONOR SUPPORT

• Oversees proper acknowledgement of donations, including issuance of annual fund thank you letters and Literacy Equity and Education Fund thank you letters
• Oversees accurate listing of honorary and memorial gifts

PROPERTY MANAGEMENT-

• Responsible for the maintenance of JLWS headquarters, including repairs
• Supervision of all vendor relationships related to properties including bids, permits and actual repairs
• Understands office equipment: electronic door system, ATCOM phone system, computers, copier, postage machine, LCD projector, fax machine
• Handles headquarters emergencies
• Acts as agent for JLWS in all matters related to securing contracts and associated permits relating to headquarters
• Maintains accurate records and files related to properties
• Provides lead role in working with constituents related to properties. This includes managing landlord relationship at JLWS headquarters.

COMPUTER KNOWLEDGE

• Has thorough knowledge of JLWS database and functions related to membership data, event planning, placements,

Dupfinances and calendar

QUALIFICATIONS

• Bachelor’s degree or equivalent work experience required, some college preferred
• Experience in working with volunteer leadership that changes annually
• Excellent written/oral communications
• Must have thorough knowledge of administrative practices and procedures
• Must have good knowledge of Microsoft Word, Google Workspace, QuickBooksQuickBooks, Excel and Outlook; knowledge of Publisher a plus
• Strong interpersonal, customer service skills
• Communication, project management skills, analytical skills, and problem-solving abilities
• Teamwork orientation a must

The above statements are intended to describe the general nature and level of work performed by people assigned to this position. They are not intended to be considered as an inclusive list of all responsibilities, duties and skills of personnel so classified. (Updated October 2023)

Job Type: Part-time

Pay: From $16.00 per hour

Expected hours: No more than 20 per week

Benefits:

• Flexible schedule

Schedule:

• No nights
• No weekends

Work Location: In person

Salary : $16