United Way of Central Kentucky fights for the health, education and financial stability of everyone in Hardin, Breckinridge, Grayson, LaRue, and Meade Counties. Our work ensures that children are ready to learn when they enter school and are nurtured by families that have the financial stability to support both their basic needs and future success. United Way has the scope, expertise, and influence to bring together human services agencies, government, businesses, private foundations and dedicated volunteers around a common vision of creating maximum impact and achieving long-lasting results.
The Office Manager will help UWCK execute its role as a convener of volunteer and financial resources by providing administrative support to our team of staff, board members and volunteers. The Manager will increase revenue through assisting with special events, scheduling campaign meetings, and managing finances needed to drive community change. This position is responsible for overseeing the daily functions of the UWCK office, strengthening UWCK’s internal controls and record keeping standards, and pursuing new opportunities for community partnerships.
Financial Management 50%
- Complete daily deposits, prepare and respond to invoices and account requests
- Open, date stamp, initial mail, and categorize by payments, bills, and communications
- Organize mailings, including fundraising solicitations
- Coordinate and maintain office filing system
- Oversee bookkeeping responsibilities and compliance with financial record-keeping standards
- Assist contracted accounting firm
- Assist CEO with preparation of annual budget in consult with Finance Committee and accounting firm
- Track and provide financial information needed to monitor performance against budget goals
- Assist in implementing campaign strategy by supporting CEO and Resource Development team in coordinating campaign meetings, scheduling contacts with key volunteers, and providing campaign materials
Office Management & Logistics 50%
- Assist in the coordination of CEO’s calendar by scheduling meetings and appointments
- Promptly respond to emails, answer UWCK phones, and take messages. Respond to customer inquiries within no more than 24 hours or by end of the business day for urgent requests.
- Maintain purchase order system and inventory of office supplies
- Maintain and coordinate regular cleaning of office and maintenance of equipment
- Assist with administration of organization and internal policies and procedures, including development of practices to strengthen internal controls
- Use tact and judgment in dealing with others and effectively influence people in all types of positions
- Other duties as assigned
- Oversee volunteers for projects including data entry and administrative tasks
- Secure locations for off-site meetings. Confirm logistics in advance of meetings and coordinate third-party vendors (eg. catering, guest speakers, technology, etc.)
- Track RSVPs and send reminders for meetings at least one week before scheduled meeting and one day prior
- Take meeting minutes, prepare informational packets, and email CEO-approved agenda/meeting documents to groups including Board of Directors and Committee members prior to meetings
- Secure, track, and report in-kind gifts including donated space, discounted services, etc. to be tracked in database
Monthly Report Deliverables
- All bills paid on time
- All deposit registers, supporting documentation, and coded credit card statement submitted to accountant by 5th day of each month
- Number of meetings scheduled
- Number of assistance calls taken
- Value of in-kind donations secured