Administrative Assistant & Bookkeeper

Job Title: Administrative Assistant & Bookkeeper

Reports To: Melissa Jagodinsky, Chief Operations & Programs Officer

Location: Volunteer Fox Cities, 1455 Midway Road, Menasha, WI 54952

FLSA Classification: Non-Exempt

Employment Status: Full-Time (30 hours per week, benefits eligible)

Position Overview

The Administrative Assistant & Bookkeeper is a key support role that ensures smooth day-to-day operations at

Volunteer Fox Cities. This position blends administrative, financial, and volunteer support duties to help

advance our mission. The right candidate will be organized, detail-oriented, and passionate about community

engagement.

About Volunteer Fox Cities

Volunteer Fox Cities is a nonprofit that creates volunteer connections, supports local nonprofits, and promotes

civic engagement. As a hub for volunteerism in the Fox Valley, we’re committed to equity, inclusion, and

building a stronger, more connected community.

Key Responsibilities

Administrative Support & Office Coordination:

• Serve as the first point of contact—answer calls, emails, and greet visitors

• Manage office supplies, mail, and deliveries; place orders as needed

• Coordinate meeting logistics, travel arrangements, and internal meeting communications

• Prepare documents, welcome materials, reports, and maintain organized filing systems

• Assist volunteers with access to platforms and basic troubleshooting

• Support RSVP (Retired & Senior Volunteer Program) event logistics and special project coordination

Bookkeeping & Financial Support:

• Record and categorize daily transactions, including income, expenses, and reimbursements

• Maintain accurate, organized financial records

• Use QuickBooks to manage data entries and generate reports

• Assist with annual audit prep and maintain compliance with internal policies

Qualifications

Required:

• High school diploma, GED, or equivalent life or work experience

• 2–3 years of experience in administrative support, office management, and/or bookkeeping

• Proficiency with Microsoft Office (Word, Excel, Outlook)

• Familiarity with basic accounting principles

• Experience with accounting software (e.g., QuickBooks)

Updated: August 8, 2025 2

• Prior volunteer engagement experience and a passion for working with volunteers

Preferred

• Associate’s degree in Accounting, Business Administration, or related field

• Experience working in a nonprofit or small office environment

• Excellent organizational skills and attention to detail

• Strong written and verbal communication skills

• Friendly, professional demeanor and commitment to community service

Work Environment

• Office-based role with in-person presence required 3–4 days per week (primarily Monday–Thursday)

• Frequent computer and phone use; occasional lifting (up to 20 lbs)

• May include extended hours during events or peak periods

Compensation & Benefits

• Hourly Rate: $19/hour

• Paid Time Off: Includes vacation, holidays, and health/wellness days

• Additional benefits may be available

Equal Opportunity Employer

Volunteer Fox Cities is an equal opportunity employer. We are committed to fostering a diverse, inclusive, and

respectful workplace. All qualified applicants will receive consideration without regard to race, religion,

gender, sexual orientation, disability, veteran status, or other protected status under the law. Reasonable

accommodation may be made for individuals with disabilities to perform the essential functions of this

position.

How to Apply

We’d love to hear from you! Please send your resume and cover letter to:

Melissa Jagodinsky, Chief Operations & Programs Officer

Email: melissa@volunteerfoxcities.org

Deadline: Friday, August 22, 2025

Subject line: Administrative Assistant & Bookkeeper Position

Please, no phone calls.

Timeline

Interest will be accepted through Friday, August 22. Candidates can expect to be contacted beginning

Monday, August 25.