Administrative Assistant/Bookkeeper

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The Center for Deaf-Blind Persons is a 501(c)(3) nonprofit rehabilitation training facility providing a wide array of services to individual who are D/deaf with vision problems, blind/visually impaired with hearing problems, losing both hearing and vision simultaneously, and deaf-blind.  The administrative assistant/bookkeeper position is a 20 hour/week, year round position with benefits of retirement savings and PTO – Paid Time Off for vacations and holidays.  The Center’s normal hours of operations are from 8:00 a.m. to 4:30 p.m., Monday through Friday. 

Responsibilities are to address the needs of phone callers and walk-in customers, bookkeeping (accounts payable and receivable), records management, filing, data entry, correspondence, mailings, proofreading, data tracking, assist staff with projects/activities, copy/collate materials for presentations and meetings, social media tracking and follow-up, order/purchase supplies when necessary, mass mailings.  This position works closely with the Executive Director in managing client programs, implementing or modifying procedures and assists with marketing strategies. 

Qualifications

  • Minimum of three years administrative experience
  • Minimum of three years’ experience with QuickBooks
  • Strong organizational skills with a mind for detail
  • Attention-to-detail
  • Follow-up skills
  • Ability to work with minimal supervision
  • Excellent communication skills combined with a proactive drive to problem solve
  • Good computer skills utilizing Microsoft Excel, Word, and Outlook
  • Excellent grammar and proofreading skills
  • Capacity to embrace change
  • Interest and willingness to learn
  • Willingness to learn and incorporate technology
  • Knowledge of social media and marketing strategies
  • The highest degree of honesty and integrity
  • Outwardly focused attitude

Essential Functions

Administrative Support: 

  • Keep staff and individual attendance and schedules current
  • Assist with fund development activities, correspondence, and other requests for information
  • Troubleshoot computer and phone network issues
  • Assist with ideas and suggestions to improve or expand Center programs
  • Initial contact for individuals, family, payer/funding sources, organizations, agencies, and the public seeking information and/or assistance on Center programs and services
  • Provide Center tours as needed
  • Take and prepare minutes at various Center meetings
  • Prepare materials for Center meetings and presentations
  • Compose correspondence for executive’s own signature, and prepare responses to correspondence containing routine inquiries
  • Respond to ad hoc requests
  • Manage small projects and/or participate in larger projects representing the team (researching issues or questions about policies or practices, etc.)
  • Maintains confidentiality of all Center, staff, and individual activities
  • Perform other duties as assigned by the Executive Director

Bookkeeping:

  • Proofreading and tracking of client reports, hours, and authorizations
  • Audit, code, and process vouchers, invoices, and other financial document
  • Receive, document, and deposit monies received from payer source or other revenue sources
  • Data entry
  • Accounts payable and receivable to include automated transactions
  • Bank and general ledger account reconciliations
  • Maintains accurate and organized file system for paper trail to accounting system
  • Document preparation for audits

Office Management:

  • Organize and maintain employee information and benefits
  • Orientations of new staff, volunteers, and fieldwork students
  • Purchase and inventory Center supplies, materials, and resources
  • Answer and redirect phone calls when appropriate
  • Greet walk-in customers
  • Variety of other secretarial and administrative duties such as mailings, correspondence, proofreading, filing, data entry
  • Document scanning/imaging
  • Shipping and receiving responsibilities for equipment program

General:

  • Maintain confidentiality of all Center, staff, and individual activities
  • Maintain a cooperative professional working relationship with referral sources, staff, clients, vendors, community agencies, and the general public
  • Participate in job-related training and staff meetings as appropriate
  • Maintain a safe and orderly work environment
    • Participate in all Center safety trainings
    • Report unsafe conditions
    • Complete and submit in writing any unsafe incidents when appropriate
    • Offer suggestions or ideas for improving the environment or types of safety training

Perform other duties as assigned by the Executive Director

Starting compensation will be commensurate with qualification and experience.

Ideal candidate will be self-driven, able to switch gears quickly, and have an optimistic, can-do attitude.

Please submit a resume and cover letter to:

Ms. Joan M. Schneider, Executive Director
Center for Deaf-Blind Persons, Inc.
8306 West Lincoln Avenue
West Allis, Wisconsin   53219-1763
jschneider@deaf-blind.org
414-481-7481 FAX

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