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Whidbey Island Writers Association
WIWA Minutes

OFFICE MANAGER   

This is a contract position based on .25 FTEE (10 hours per week) at the rate of $15 per hour. The deadline for application (resume and letter) is June 6, 2008. Office is located in Freeland. Apply to:

Whidbey Island Writers Association

P. O. Box 1289

Langley, WA  98260

  

Nature of Work

This is a clerical and administrative position performed within and for Whidbey Island Writers Association and several program areas: Administration, Membership, Local Programs, Soundings, Special Projects and the Whidbey Island Writers Conference. The position is responsible for supervising the bookkeeper for payroll, accounts payable, and other accounting functions. The position is also responsible for clerical and record-keeping functions within each program. The workload is divided among the programs on the basis of program priorities and special events requiring the attention and assistance of the Office Manager. The person occupying this position is responsible for greeting the public (in person, by phone and electronically) and responding to their needs (will vary by program). This person will also be responsible for a variety of clerical/administrative/accounting tasks as assigned.

Control Over Work

The employee is under the direct supervision of the Chair, Board of Directors of WIWA. Work is also assigned and guidance provided by the organization’s Treasurer and Conference Director. Normally the incumbent will set work priorities from his/her own assessment of the need and urgency of the work required, however, the Chair is available to assist in evaluating the priority of tasks should a conflict arise.

Essential Duties and Responsibilities

 

General Office Support:

  • Maintain regular, posted office hours at the WIWA office.

  • Provide general office support by answering the telephone and assisting visitors when necessary.

  • Pick up mail from the Langley Post Office and deliver to the office. Process and distribute incoming and outgoing mail.

  • Develop and/or maintain office procedures and documents processing systems.

  • Maintain all WIWA and NILA board official documents.

  • Maintain all office files and file all documents.

  • Maintain office calendar of all events.

  • Order and maintain office supplies.

  • General maintenance of office equipment.

  • Assist with storage unit maintenance, inventory and distribution of goods.

  • Train and assist volunteers.

  • Maintain data on volunteer hours and in-kind contributions.

Membership, Local Programs, Special Projects and Soundings Review :

  • Web site content management for all but Conference and MFA pages.

  • Maintain and update the WIWA database by processing new members, maintaining current membership and alerting members to their expiration dates (may be delegated to a volunteer but information must be checked to ensure accuracy).

  • Create and/or distribute E-news of classes and other events for WIWA members.

  • Assist with distribution of bi-monthly newsletter.

  • Advertise local programs.

  • Manage registration for local classes, other local programs and other events as assigned (i.e., Annual Meeting).

  • Assist with coordination of special events as assigned.

  • Assist with subscription processing and mailings for Soundings Review .

Conference:

  • Assist Conference Director in maintaining accurate conference information in the database (registrants and faculty information).

  • Assist on-site at conference as requested by the Conference Director, including assisting with money management systems.

Financial:

  • Process accounts payable: Collect vouchers, assist with coding of expenditures, review for accuracy and proper approval, and mail or distribute checks. Coordinate with the accountant and bookkeeper to keep accounts up to date and accurate.

  • Maintain all vendor information and documentation.

  • Maintain records of bank account balances and transactions. Supervises all deposits and all checks issued and balances accounts with the assistance of the bookkeeper and accountant as required by the treasurer.

  • Maintain records for program accounts.

  • Maintain petty cash fund.

  • Sort and file correspondence, checks, vouchers, applications, and other record materials numerically, alphabetically, or by other prescribed methods to maintain accurate and timely records for all program elements.

  • Transcribe information from application forms and temporary records to permits and permanent records and files.

  • Assist with annual audit.

Knowledge, Abilities and Skills

  • Thorough knowledge of office practices and procedures: word processing; spreadsheet design and data entry; database data entry; filing; record keeping and answering telephones;

  • General knowledge of computers, computerized accounting systems, and other standard office machines;

  • Knowledge of accounting and bookkeeping principles and practices;

  • Ability to make routine arithmetic computations and tabulations accurately and with reasonable speed;

  • Ability to establish and maintain effective working relationships with the public and other employees;

  • Ability to be tactful, diplomatic, and sincere with the public and to effectively handle sensitive situations;

  • Skill in managing competing priorities and demands;

  • Ability to recruit and manage volunteers;

  • Experience with budget structure and formulation.

Physical Demands

Most work is performed in an office setting. Since this position requires computer usage, entering data and filing, there may be some standing, bending, climbing stairs, carrying and walking.

Qualifications Required

Minimum:  Bachelor’s degree plus a minimum two years of responsible administrative experience or work in a non-profit or equivalent environment.