Business Manager

JOB PURPOSE AND REPORTING STRUCTURE: The Business Manager, under the direction of the Executive Director, manages the accounting functions, membership database, AIA Wisconsin website, and business workflow to ensure the financial stability, member satisfaction and efficient daily operation of the organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manages and maintains accounting records, reports, and activities for AlA Wisconsin; Wisconsin Architects Foundation; Wisconsin Architect magazine; and WSA/PAC, preparing reports for accounting firm, Executive Director, and Board of Directors.
• Coordinates regular financial activities and reports, including year-end reports with outside accounting firm.
• Maintains security of all financial records and reports.
• Maintains accounts payable, analyzing bills for accuracy and appropriateness, preparing checks for signature by Executive Director and/or other authorized officers, maintaining check register, making bank deposits, and reconciling bank statements.
• Manages accounts receivable, preparing invoices for all income sources, following up on aging receivables, entering data and generating reports.
• Enters and maintains records of member contributions to WAF and generates regular and annual reports. Assists with preparation of thank you letters and other correspondence.
• Prepares regular budget, accounts payable and accounts receivable reports for Wisconsin Architect magazine.
• Prepares and forwards WSA/PAC receivables and contributions report as required by the State of Wisconsin.
• Manages and maintains membership records, processing and entering applications, upgrades, transfers, and terminations to state and national databases, maintaining identification information on members and reconciling state and national databases for accuracy. Monitors dues payments reported by national and follows up as appropriate.
• Reports new members, change of membership status and terminations to the Board of Directors and AIA Wisconsin staff, processes transfers of members to appropriate membership status. Maintains records for professional affiliate and student members. Updates member information and status on website and communications databases accordingly.
• Interacts with members and prospective members, answering questions and providing service to maintain good member relations. Works closely with membership committee and Executive Director to manage and implement membership recruitment and retention activities.
• Manages the AIA Wisconsin website, working closely with the Communications and Events Director to ensure accurate and updated information is available to members and the public.
• Provides support to other staff members and committees as required. Coordinates and manages building and grounds maintenance. Manages inventory and reordering of office supplies and assists in transporting supplies to major events.

This job description describes the general nature and scope of responsibilities for this position. Please note other duties and responsibilities may be assigned.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

EDUCATION and/or EXPERIENCE: Requires 3 to 5 years business management experience, working knowledge of general accounting principles and experience with general accounting and office management. Quick Books experience is a must. Previous association experience is a plus.

LANGUAGE SKILLS: Ability to read, analyze and interpret general business data, technical procedures, and governmental regulations. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from the Board of Directors, members, exhibitors, vendors, Executive Director, other employees, and the public.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage. Ability to calculate figures and amounts such as discounts and interest.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in standardized situations. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

OTHER SKILLS and ABILITIES: Must be a self-starter. Requires excellent interpersonal, communication, planning, organization, teamwork, and problem-solving skills. Requires good math aptitude and data entry skills. Requires Internet and computer software proficiency. Requires the ability to operate standard office equipment such as copy machines.

WORK ENVIRONMENT / PHYSICAL DEMANDS

The noise level in the work environment is usually quiet. Work is generally performed in an office environment and routinely requires employees to perform the following while carrying out the essential functions of this job:

• Use standard office equipment (computer, phone, printer/photocopier, etc.)
• Sit for long periods of time
• Lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds

TRAVEL: Minimal. Drive occasionally to statewide locations for events, meetings, etc.

SALARY: Negotiable. Salary commensurate with experience.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

AIA Wisconsin is the statewide component of the American Institute of Architects and is a 501(c)6 non-profit organization. The Society represents approximately 1,600 members and is organized to unite the members of the architectural profession in fellowship; to promote the aesthetic, scientific and practical efficiency of the profession; to advance the science and art of planning and building by advancing the standards of architectural education, training and practice; to coordinate the building industry and the profession of architecture to insure the advancement of the living standards of people through their improved environment; and to make the profession of ever-increasing service to society.