What are the responsibilities and job description for the Part Time Administrative Assistant position at Wisconsin Scholastic Chess Federation?
The Wisconsin Scholastic Chess Federation (WSCF) is dedicated to promoting chess for students throughout Wisconsin as a tool to enhance analytical thinking, critical problem solving, social skills and academic achievement. We are seeking a Part-Time Administrative Assistant to support our financial and operational tasks.
Position Summary:
The Administrative Assistant will support day-to-day administrative and financial operations. This role will focus on managing invoicing, processing payments and donations, assisting with payroll, organizing digital files, creating event registrations and online marketing, and coordinating bank deposits. This is a great opportunity for someone who is organized, trustworthy, and excited to contribute to a nonprofit.
Key Responsibilities:
- Prepare and send invoices for services, events, or program fees
- Record and deposit incoming payments and donations
- Record bills and communicate needed payments to leadership
- Prepare and send agreements for contracted services
- Maintain up-to-date and organized records in Google Drive
- Track hours and staff timesheets and process biweekly/monthly payroll
- Ensure payroll records are accurate and confidential
- Support follow-up communication for outstanding payments
- Set up online registration forms and create marketing flyers
- Post events and tournament results and photos on Facebook
- Assist with general administrative tasks as needed
Qualifications:
- Experience in administrative support
- Basic knowledge of bookkeeping, payroll processes and confidentiality best practices
- Proficiency in QuickBooks
- Proficiency in Google Workspace (Drive, Docs, Sheets, Calendar)
- Organized, dependable, and attentive to detail
- Strong communication and interpersonal skills
- Trustworthy with sensitive financial and employee data
Preferred But Not Required:
- Familiarity with nonprofit accounting or donor tracking software (e.g., QuickBooks, Zeffy)
- Familiarity with Mailchimp newsletter creation
- Familiarity with WordPress website management
- Familiarity with or willingness to learn Onpay payroll services
- Familiarity with or willingness to learn Docusign agreement management
- Willingness to learn chess tournament software (e.g., WinTD)
- Previous experience working or volunteering in the nonprofit sector
Please send your resume and three (3) references to Bob Patterson-Sumwalt at bob@wisconsinscholasticchess.org.