Office Administrator

Job Overview

PURPOSE AND CULTURE

The Office Administrator’s role includes front desk reception, general office management, accounts payable/receivable, and basic IT and HR support. Reporting directly to the CFO, the Office Administrator plays a key role in maintaining a smooth, efficient, and professional office environment. The Office Administrator position requires a proactive, detail-oriented, dynamic, highly organized, and skilled employee who has a proven track record in organization, communication, and executive support. The Office Administrator is the first point of contact at the Community Foundation of Greater Dubuque (CFGD), and as such represents CFGD professionally and positively. The Office Administrator must possess strong work ethic, must be an independent thinker, and must be effective in representing CFGD to all those served by the foundation. The Office Administrator will be committed to the highest standards of donor service and maintain a high level of confidentiality. It is important to respond with empathy in dealing with difficult situations and calls.

As a mission-driven organization, CFGD staff are primarily motivated by the work we do and the culture we offer. Our work culture inspires positive community-wide change, idea sharing, and a collaborative work environment. Our team is highly collaborative, and everyone shares in the success of the organization. Each staff member is an effective ambassador for the organization.

DUTIES / RESPONSIBILITIES

General Responsibilities

• Serve as the first point of contact at the front desk: welcome visitors, answer and route phone calls, and respond to general inquiries
• Support daily office operations including mail handling, maintaining supplies, and other general functions
• Manage accounts payable and accounts receivable processes under the guidance of the CFO, including invoice processing, desktop deposits, and other financial documentation.
• Administer the company credit card and travel programs by monitoring transactions, tracking receipts, ensuring timely submission and coding by staff, and maintaining accurate records for financial reporting
• Assist with IT support: set up and maintain office equipment, perform basic troubleshooting, and coordinate with external IT service providers
• Perform or facilitate maintenance of office equipment, including cleaning, maintenance, and repairs
• Maintain accurate and organized filing systems, both digital and physical, including financial, donor, and operational records
• Maintain inventory of office supplies, and order= new supplies as needed
• Assist with HR support: posts and monitors job descriptions, assists with onboarding, tracks personnel records, staff attendance and time off, and other HR related documents
• Provide administrative support as needed, including some event coordination and internal communication tasks
• Ensure the front office and shared spaces remain tidy, stocked, and welcoming

McCarthy Center

• Manage McCarthy Center calendar, scheduling, and billing for both internal and external partners utilizing the conference room
• Maintain inventory of office supplies, and order new supplies as needed
• Ensure the conference room remains tidy, stocked, and welcoming

Professional Demeanor

• Maintain consistent professional presence regardless of personal circumstances; regulates emotions appropriately in workplace
• Create welcoming, accessible environment where staff feel comfortable
• Respond constructively to feedback and demonstrate openness to differing perspectives
• Communicate with clarity, patience, and respect across all organizational levels
• Build trust through reliability, transparency, and collaborative problem-solving approach

External Representation

• Represent organization professionally in relationships with donors, professional advisors, funders, and community partners

Other Duties as Assigned

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required
• Associate or bachelor’s degree in business, nonprofit management, or related field preferred
• Relevant professional experience may substitute for formal education
• At least 2 years of office administration experience, ideally with a nonprofit organization

DESIRED QUALIFICATIONS

A strong candidate who is a dedicated individual and has a passion for working in a team environment.

Expected skills include:

• Familiarity with accounting process and systems
• Strong working knowledge of Microsoft Office Suite; comfort with cloud-based system is a plus
• Basic technical troubleshooting skills and willingness to liaise with IT and other vendors
• Excellent communication skills (verbal and written), organization, and interpersonal skills
• Ability to multitask, prioritize work, and maintain confidentiality
• Passion for supporting a nonprofit mission and helping the team operate efficiently and effectively
• Ability to provide excellent customer service in a friendly manner
• A positive attitude toward working with community partners and coworkers
• Ability to manage conflict, build consensus, and facilitate problem-solving and collaboration among various parties
• Strategic and critical thinking skills and decision-making abilities
• Highly resourceful team-player, with the ability to be effective independently and proactive with approaches to creative problem-solving and decision-making
• Attention to detail and accuracy
• Proven ability to work as a team player with diverse groups
• Commitment to equity and working to help everyone the Community Foundation serves, regardless of race or ethnicity, gender, religion, sexual identity or orientation, immigration status, disability, or other personal identities.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear.  The employee is frequently required to use hand to finger, handle or feel.  The employee is occasionally required to stand and walk.  The employee must occasionally lift and/or move up to 20 pounds.  Specific vision abilities required by this job include close vision.

WORKING CONDITIONS

The Employer is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act, the Employer will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the Employer.

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job. However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.  This job description is general and may evolve over time.  The description is subject to periodic updating.  At management’s discretion, the employee may be assigned different and/or additional duties or responsibilities.

The Community Foundation of Greater Dubuque believes all people should be valued, respected, and provided equal opportunity. CFGD does not discriminate based on race, color, creed, sex, religion, familial status, age, national origin or ancestry, citizenship status, physical or mental disability, medical condition, genetic information, gender identity, sexual orientation, military status, or any other consideration made unlawful by federal, state, or local laws. This policy applies to all activities at the CFGD, including but not limited to employment, volunteer recruitment, grantmaking, selection of vendors, and use of our facilities. CFGD does not knowingly partner with individuals or organizations whose programs, services, employment, or volunteer opportunities do not comply with our policy.

TO APPLY:

Apply through Access Dubuque Jobs or send your resume to  office@dbqfoundation.org