Office Manager

Office ManagerLocation: Keshena, WIWage $ 20.00-23.00 hour based on experienceEmployment Type: Part-Time to Full-Time status for the right fitSchedule: Monday- Wednesday & Fridays with occasional Saturdays as back up 8:30 am-1:00 pm M-W-F 7:30am to Noon on occasional SaturdaysPosition SummaryWe are seeking a highly organized, detail-oriented Office Manager to oversee daily administrative, financial, and member service operations for our Association.This role serves as the primary office contact, manages financial processes, supports Board and Committee functions, and ensures smooth, professional office operations.Key ResponsibilitiesAdministrative & Office Operations• Maintain confidentiality of all matters and records.• Serve as receptionist, directing calls, emails, and messages to appropriate Board members, Committees, and Commissioners.• Maintain organized, accurate files and records.• Coordinate facility scheduling and rentals.• Maintain professional appearance in the office area.• Manage inventory of clothing, office supplies, and products.• Supervise and coordinate activities of office staff.• Work collaboratively with others• Perform additional duties as assigned by the Board of Directors t Member Services (Daily)• Respond to member inquiries in person, by phone, and via email.• Manage building keys and security access codes.• Explain policies and processes to new owners.• Coordinate with the Committee regarding submitted plans and approvals.• Issue burn permits.• Issue and collect fees for: o Camping signs and annual stickers o Beach Club and boat registration stickers o Boat launch keys and county boat launch stickers o Compost tags o Lodge rentals and electronic access cards• Distribute building packets and copy plot maps upon request.• Manage product sales, orders, and new designs.• Maintain and update data in Approach and QuickBooks. Financial & Accounting Duties• Record and report all incoming revenues.• Prepare bank deposits and reconcile transactions by budget account.• Process checks, credit/debit card payments, and direct bank payments.• Prepare checks for bills, payroll, and reimbursements.•Monitor and supervise office expenses in accordance with the approved budget.• Apply payments and enter bills from mailed correspondence.• Print checks and coordinate Board signatures to avoid late charges.• Process payroll as part of a two-person verification team.• Release liens upon payment (including courthouse/Clerk of Courts visits).Dues Collection & Compliance• Track and document delinquent accounts, late fees, interest charges, liens, and foreclosures according to established timelines.• Coordinate follow-up communications with delinquent members.• Maintain accurate lien and foreclosure records. Board, Committees & Reporting•Prepare monthly financial and budget reports for the Board of Directors.• Assemble and present Office Manager reports at Board meetings.• Set up Zoom meetings and prepare meeting materials.•Process approved invoices and payments for Board signatures.• Review monthly financials with the Finance Committee.• Prepare quarterly delinquent dues statements. Publications & Communications•Collect content and prepare newsletter for printing and maintain it Annual & Seasonal Responsibilities• Process annual dues (December-February).•Manage late payment collections and annual lien filings.• Prepare documentation for budgeting, audits, and tax processing.• Coordinate annual meetings, mailings and notices.•Manage annual dues statement mailings and compost fee updates. Qualifications• Strong organizational and time-management skills• Excellent communication and customer service abilities•High attention to detail and accuracy•Ability to handle confidential financial and member information•Proficiency with QuickBooks and general office technology a MUST•Ability to work independently and collaboratively with Board members, committees, and staff•Prior office management, bookkeeping, or association management experience preferred