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Job Profile
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Junior League of Wichita, Inc.
Office Manager
Job Location: Wichita, KS
Job Description:
The Office Manager is a salary position (25 Hour/week) responsible for performing accounting, administrative and facility rental duties necessary for the effective running of the Junior League of Wichita, Inc. (JLW). The primary areas of job responsibility are listed below:
DUTIES AND RESPONSIBILITIES:
DAILY
* Opens JLW mail and distributes correspondence.
* Answers phone and directs messages to correct volunteer and/or staff member.
* Answers all emails and completes tasks as requested.
* Enters all payables and Cookbook orders received into QuickBooks.
* Assesses daily tasks, prioritizes tasks and completes projects accordingly.
* Receives Headquarters visitors and shipments, as necessary.
* Coordinates rental of Headquarters.
WEEKLY
* Prepares checks for deposit for all accounts on a regular basis.
* Prepare sales receipts for all retail and individual cookbook orders.
* Prepare, package, gift wrap upon request and mail cookbooks.
EVERY OTHER WEEK
* Enters accounts receivable into QuickBooks for Consignment, Cookbook, Holiday Galleria and General Account.
* Processes Expense Reports (Green Sheets) and prints checks for appropriate vendors and members.
* Completes payroll entry into QuickBooks and ensures accuracy of employee's records.
* Prints appropriate payroll reports for monthly and quarterly tax payments.
* Ready payroll transmission via direct deposit.
MONTHLY
* Identify bulk mail charges through USPS website and record appropriate Journal Entry.
* Reconcile each bank and investment accounts through Quickbooks.
* Record appropriate Journal Entries for each checking and investment account.
* Performs sales tax computations and tele-files sales tax payment for both Cookbook and Shop accounts.
* Perform computations for payroll FICA/MC withholding; Federal withholding and Kansas state withholding.
* Prepare greens sheets for payment of all monthly payroll taxes.
* Prepare list of headquarter request for rental and submit list to Headquarters Chair.
* Enter Shop sales.
* Prepare and enter postage meter and copy machine journal entries
* Compare AJLI invoice to data base for fees and for membership updates and prepare green sheet
* Prepare monthly reports for each council/committee chair and distribute via email or mailbox
* Inventory cookbooks
* Reconcile other balance sheet accounts. Some accounts may only need to be reconciled quarterly, but it will take a while just to get them properly reconciled for the first time.
QUARTERLY
* Prepare 941 report and Kansas state unemployment report for filing.
YEARLY
* Process, file and distribute 1099 forms.
* Process, file and distribute W-2 forms.
* Process, file and distribute W-9 forms.
SPRING
* Tracks membership meeting payment and meal reservations for the Past Presidents Luncheon and May General Meeting. Process meal reservation payments and report attendance to Arrangements Chair.
SUMMER
* Assists President and Director of Finance with the Annual Audit.
* Assists with the leadership mailbox transition by providing labels, etc.
* Assists with Kids Zoobilee ticket sales as needed. Process ticket sale payments.
FALL
* Assists with Holiday Galleria ticket sales as needed.
* Tracks membership meeting reservations, and payment if necessary for the Provisional Welcome, Fall Leadership Party and other membership events, as needed. Process meal reservation payments and report attendance to Arrangements to chair.
WINTER
* Assists Director of Finance with collection of information for Budget Hearing process.
* Tracks membership meeting attendance, tracks payment and meal reservations for the December General Meeting. Process meal reservations payments and report attendance to Arrangements Chair.
ON-GOING
* Maintains official JLW files, as required by Bylaws, 501(c)(3) guidelines.
* Continuously seeks higher proficiency in usage of all software applications including QuickBooks, Microsoft Office, and Digital Cheetah (the League's membership database and website provider).
* Prepare mailings as needed.
* Coordinate and perform services for members by procedure of Pink Sheets. Requests may include typing, copying, correspondence, reports, notices, mailings and filing.
* Instruct members on proper postage, bulk mailing procedures and general office practices.
* Orders office supplies as needed, in coordination with the Headquarters Assistant Chair.
* Notify President to send letter of condolence to family of deceased League members and arranges for (green sheet) $25 donation to the Endowment Fund. Notify Graphic Artist to update database.
* Answer all IRS inquiries for more information as needed.
* Distribute Headquarters usage contracts, waivers and informational sheets for headquarters usage by outside non-profit groups. Coordinate and schedule with master calendar. Give tours of Headquarters to potential renters as needed.
* Collect and track all Headquarter renters' payments and send Thank You letter with security deposit to appropriate individual or organization after each event.
* Call renters to alert them of fees and time to pick up HQ key.
* Provide information to insurance company as needed for claims or policy renewals.
* Assist with analysis and schedule preparation as needed with guided from Director of Finance.
* Process cookbook purchases via the telephone or in person.
AND KNOWLEDGE REQUIRED
* Possesses solid computer skills, including Microsoft Office, Excel, and QuickBooks Pro 2007.
* Has a working knowledge of accounting and administrative practices.
* Works well with volunteers and the public and supports the JLW vision and mission.
* Demonstrates flexibility with volunteers changing yearly in each placement/leadership position.
* Uses good judgment and possesses decision-making skills.
* Maintains confidentiality.
* Have excellent oral and written communication skills.
* Keeps meticulous records and files.
* Is a self-starter, self-motivated, results-oriented with the ability to work both independently and as a member of a team.
* Has excellent listening, interpersonal and relationship-building skills.
EDUCATION AND EXPERIENCE
* Three years of general office and accounting experience, preferably in a non-profit environment. Administrative experience also helpful. Experience working with volunteers preferred. Bachelors or Associates degree preferred, but level of experience considered.
PERFORMANCE REVIEW PROCESS
In order to minimize the disruption inherent in changing supervisors every year, it is recommended that two reviews per year be conducted. While the President is the chief officer of the JLW and is involved in all personnel matters, the Office Manager will report directly to the Director of Finance starting on July 1 of each year. The first evaluation process will occur in January with the current Director of Finance, Director of Finance Elect and Director of Finance Elect Elect present to maintain continuity and consistency. The second evaluation of the year will occur in June, with the same leaders present. The outgoing Director of Finance will write up the formal job evaluation of the Office Manager at the end of the term. The incoming Director of Finance will have a formal meeting with the Office Manager at the beginning of July, to review the current job description and develop a relationship.
OTHER
This job description can be revised to reflect the needs of the JLW. Some duties and responsibilities may be shared with the Graphic Artist.
How to Apply
Stephanie Brock, President Elect
Junior League of Wichita, Inc.
6402 E 12th Street
Wichita, KS 67206
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