Office Administrator

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.

• 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

• 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

• 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

• Represent organization professionally in relationships with…