Office Administrator

Job Description

The Midwest Urban Strategies (MUS) Office Administrator serves as the primary assistant to the Finance Director. The Office Administrator directly works on accounting (70%), administrative (20%), HR (5%), and IT (5%) tasks. The Office Administrator position works closely with the MUS Finance Director to ensure the smooth operation of the Finance and Administrative department of MUS. The assigned tasks involve receiving and requesting information, data entry, data organization, and internal and external communication.

The successful candidate must possess a positive attitude, strong communication skills, the ability to multi-task, and proficiency in Microsoft 365.

Weekly Work Schedule

• The Office Administrator position is an hourly position
• A minimum of 24 hours per week up to a maximum of 40 hours per week depending on volume of work tasks. 8 hours per day.
• On site Monday thru Friday 9:00 am – 5:00 pm (Dependent on total hours per week)

Job Duties & Responsibilities

Accounting

• Contact person for external inquiries regarding A/P and A/R
• Resolve simple inquiries and compile necessary info for more complex questions
• Routine email correspondence from Finance Department to other team members
• Process incoming mail
• Responsible for monitoring and processing all email that is sent to the MUS A/P invoice email account
• Enter A/P invoices and cash disbursements into Abila MIP
• Enter A/R invoices and cash receipts into Abila MIP
• Run A/P and A/R Aging reports when needed
• Run G/L transaction reports when needed
• Assist with creating and updating service contracts
• File all accounting records in hard copy and electronic format
• Compile and organize documentation for annual audit
• Actively participate in meetings to successfully perform duties

Administrative

• Ensure office is equipped with necessary office supplies
• Communicate with Property Management Co. for maintenance and repair requests
• Ensure office equipment is functioning properly and initiate service requests when needed
• Assist with organizing meetings and conferences
• Special administrative projects, for example Organizing and archiving historical stored electronic information

Human Resources

• Assist with employee’s benefits and time off questions
• Time card completion email reminders

Information Technology

• Monitor and remove incoming suspicious emails
• Assist with IT scheduled maintenance tasks and password resets
• Responsible for maintaining inventory of computer equipment

General

• Contribute to a collaborative, positive organizational culture. Embody the values and qualities of MUS in internal and external business relationships.
• Participate in on-line training, webinars, and seminars for continuous improvement and being aware of best practices
• Other duties as assigned to achieve the mission of MUS.

Qualifications:

• Knowledge and experience in A/P and A/R: 4 years (Required)
• Proficiency in Microsoft 365 (Required)
• Experience working with Abila MIP (Preferred)
• Excel and Word skills
• Positive attitude with a strong willingness to learn new tasks and technologies
• Knowledge of non-profit community-based programs and services

Skills and abilities:

• Highly responsible and accountable
• Excellent verbal and written communication skills with ability to tailor communication to various audiences
• Ability to work with tight deadlines
• Ability to manage multiple priorities to ensure work is completed in a timely and productive manner
• Works effectively independently and in teams
• Open to new ideas, innovation, and possesses a can-do, entrepreneurial spirit

Job Type: Part-time

Pay: $20.00 - $24.00 per hour

Expected hours: 24 – 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• Elm Grove, WI 53122 (Required)

Ability to Relocate:

• Elm Grove, WI 53122: Relocate before starting work (Preferred)

Work Location: In person

Salary : $20 - $24