Office Administrator

Office Administrator Job Description

Status: Full-Time (on site in Fergus Falls with some flexibility of hours)

Salary range: $52,556 – $63,070

Reports to: CFO

Review: After 90 days, then annually

Summary

The Office Administrator will provide a wide variety of administrative support to West Central Initiative. This role will involve assisting with scheduling, meeting preparations, coordinating building and grounds maintenance, donor gift entry and acknowledgment, maintaining and updating databases, preparing reports, presentations, and other documents as needed, event planning, and ad hoc projects as they arise. This position will primarily provide support to both the Development Department and to the Executive Assistant to the President. 

The ideal candidate will be highly organized, efficient, and passionate about contributing to the WCI mission. This is a full-time position that requires the applicant to be on-site, with some flexibility of hours. 

Responsibilities

• Work with the Executive Assistant to the President to provide support as directed. 
• Assist as needed at WCI events such as monthly board meetings, stakeholder events, and community engagement activities.
• Process donor gifts, ensuring accurate and timely entry into the donor management system.
• Generate and send acknowledgment letters, receipts, and billing letters to donors promptly.
• Assist with grant submission tracking and maintaining accurate records in the grant management system.
• Handle general office duties, such as fielding emails, answering phones, filing, and ordering supplies.
• Coordinate building and grounds maintenance.
• Maintain and update databases, ensuring data accuracy and confidentiality.
• Assist with additional projects as needs arise.

Qualifications

Bachelor’s Degree preferred; associate’s degree required.

Minimum of one year of previous administrative experience, preferably in a nonprofit or philanthropic setting but not required.

Skills

To perform this job successfully, the Office Administrator should have the abilities and strong working knowledge of:

• Microsoft Office Suite: Excel, Word, Outlook, PowerPoint.
• Excellent organizational and multitasking skills with attention to detail. 
• Strong written and verbal communication skills.
• Ability to work independently and as a part of a team. 
• Experience with or ability to learn Salesforce software system.

Competencies

To perform the job successfully, the Office Administrator should demonstrate the following competencies:

• Technical Skills – Assesses own strengths and weaknesses, pursues training and development opportunities, strives to continuously build knowledge and skills, shares expertise with others.
• Interpersonal Skills – Focuses on solving conflict, maintains confidentiality, listens to others without interrupting, keeps emotions under control, remains open to others’ ideas and tries new things.
• Oral Communication – Speaks clearly and persuasively in positive or negative situations, listens and gets clarification, responds well to questions, participates in meetings.
• Written Communication – Writes clearly and informatively, edits work for spelling and grammar, varies writing style to meet needs, reads and interprets written information.

Alignment with Core Values

The Office Administrator understands, supports, and executes WCI’s strategic plan and aligns work with the organization’s four core values:

Neighborliness arises out of a strong belief that our interconnectedness is crucial to our long-term viability. Town to town, county to county, organization to organization, and certainly person to person, the fabric of our region depends on cooperation, appreciation, openness, and generosity.

Generosity is a dimension of neighborliness, but it flies higher over the region because it speaks to a willingness to embrace a common good that can only be achieved through collective action, through everyone giving of their time, talent, and treasure.

Empowerment in our current context is directed both internally and externally. We encourage both our staff and our fellow citizens to be a part of bold action in our region, and to develop and use power to a good end.

Trend-testing is a dimension of that bold action. We learn from one another while we work together to solve problems. We will embrace risk and learn from our mistakes, always.

The Office Administrator must possess a valid Minnesota driver’s license and on occasion work outside the normal business day (evening events, regional travel).

This job description is not intended to be all-inclusive. The Office Administrator will also perform other related job duties as assigned by the supervisor.

WCI reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment.