Manager, Administrative Services

UNITED WAY OF KENTUCKY JOB DESCRIPTION

Position Title: Manager, Administrative Services

Reports to: President

Purpose of the Position:

Assures the efficient operation of the organization.

Maintains all campaign, accounts receivable and accounts payable processing with the highest degree of accuracy in coordination with third party accounting service.

Provides essential administration and support for the Kentucky Employees Charitable Campaign and other statewide initiatives.

Nurtures and maintains services and relationships with all external partners.

Key Responsibility Area: Customer, Partner and Board Relations

• Develops a “customer-centered” environment.

• Responds with a sense of urgency to support requests of staff, customers, directors and colleagues.

• Supports administrative needs for all partnerships, contracts, grants and initiatives.

• Board and local United Way member engagement.

Key Responsibility Area: Accounting and Financial Management

• Responsible for facilitating the receipt and disbursement of all funds with strict adherence to the policies and guidelines of the President, accounting service and the Board of Directors.

• Develops and maintains a high level of proficiency in all campaign and financial software.

• Holds primary responsibility for the tracking and administration of the organization’s accounting records, including payables and receivables for UWKY, contracts, grant programming and campaigns.

• Manages processing and recording of all financial transactions, and balances accounts monthly.

• Manages third-party accounting service in the preparation of monthly financial statements for review by the President and Treasurer.

• Maintains personnel records with strict adherence to confidentiality.

• Works with auditing firm on annual audits for UWKY and KECC and completes all organizational regulatory filings.

Key Responsibility Area: Administration/Office Management

• Attends to organizational procedures, monitors and supports general office operations and facilitates all ordering for UWKY, as needed.

• Performs needed clerical functions and reviews work submitted by the staff and volunteers for accuracy and completeness.

• Maintains and updates contact information and lists.

• Manages incoming mail and telephone communications.

• Coordinates scheduling for the President, as well as meetings of the Board, committees and other events.

• Oversees virtual office administration.

Key Responsibility Area: Campaign Administration

• Assists in all financial, data management and reporting aspects for the campaign.

• Supports event planning in coordination with the Vice President.

• Prepares bank deposits, tracking totals and auditing all proceeds.

• Manages pledge data entry, maintains an accurate record of the campaign and generates reports for distribution to United Ways, volunteer coordinators and other key personnel.

• Assists in preparation of campaign and training materials.

• Coordinates distribution of campaign funds.

• Provides support to coordinators, field offices, and participating charitable partners as requested.

Key Responsibility Area: Communications

• Supports social media, website and email communications in coordination with appropriate staff.

Qualifications

Bachelor’s Degree or an Associate’s Degree plus related experience required, with advanced training or significant experience in bookkeeping, electronic data processing, project management, computer and secretarial skills.

Excellent organizational and communications skills. Ability to develop and maintain successful working relationships with members, volunteers, the general public and other members of the staff.

Technical proficiency in Microsoft Office applications, Quickbooks, bookkeeping and database management. Willingness to travel in Kentucky and to work non-standard hours when needed.

Note: The description given is only intended to provide information about the general nature of the position and is not an all-inclusive list of specific duties.

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Manager, Administrative Services