Finance and Administration Coordinator

Humane Society of Sheboygan County, Inc. • Town of Sheboygan, WI

1d • $61,000 - $63,000 • Onsite

About The Position

The Finance and Administration Coordinator oversees the organization’s financial matters and works with the management team to support organizational goals. The role handles accounting activities in QuickBooks Online, including financial transactions, journal entries, payables, receivables, account reconciliations, payroll-related tasks, budgeting, financial reporting, and audit preparation. The coordinator also oversees employee benefits and serves as a resource for team members.

The position provides administrative and donor support, assists with hiring and onboarding, supports operational efficiency, and works cross-functionally with staff and management. Lease responsibilities include invoicing tenants, collecting rental fees and deposits, tracking agreements and utilities, organizing leases, and serving as a resource for tenants, staff, and board members.

This is a full-time, in-person position requiring 40–45 hours per week, generally Monday through Friday, with some evenings or weekends as needed. The work takes place in a typical office environment involving prolonged sitting and desk duties, with regular exposure to animals.

Requirements

• QuickBooks Online experience is required.
• A valid Wisconsin driver's license is required.

Nice To Haves

• An associate degree or higher in accounting, business administration, or a comparable discipline is highly preferred.
• Prior work experience in a nonprofit environment is preferred.
• Knowledge of Bamboo and GiveButter platforms is preferred.

Responsibilities

• Verify, allocate, and post business transactions in QuickBooks Online.
• Record cash receipts and make bank deposits, including deposits from fundraising sources and shelter operations.
• Prepare vendor checks and calculate employee wages from timecards; prepare wage-payment documents and required withholding, Social Security, and other tax reports.
• Monitor payroll and promptly address concerns with the appropriate supervisor.
• Remit sales and use tax and ensure receivables are collected promptly.
• Maintain the accounting filing system, chart of accounts, and annual budget in QuickBooks Online.
• Coordinate the annual budgeting process and prepare a budget proposal for Board review.
• Provide the Board with monthly financial results and budget variance summaries, highlighting concerning spending trends.
• Reconcile every bank account monthly and all non-cash accounts quarterly.
• Maintain and document the petty cash fund.
• Provide financial statements to the Executive Director and Board Treasurer as requested, and consult with them on financial matters outside normal operations.
• Verify tax exemptions, explore cost-saving measures, and identify cost-reduction opportunities.
• Prepare information for external auditors and assist with the annual audit.
• Serve as a member of the management team and help guide the organization toward its goals.
• Support efforts to streamline shelter operations and improve efficiency.
• Respond to public questions and inquiries about donations and other matters, follow up on messages, and route significant inquiries to appropriate staff.
• Provide clerical and administrative support to team members as needed.
• Enter donor information into QuickBooks Online and the donor-tracking database; prepare donor recognition letters for signature.
• Assist the Director of Operations with hiring, including reviewing applications and resumes, interviewing, and onboarding paperwork.
• Process workers’ compensation submissions as needed.
• Track staff full-time/part-time status and PTO in Bamboo HR software.
• Facilitate mandatory employee OSHA training.
• Monitor employee benefits, including health and optional insurance benefits, and apply related payroll deductions.
• Work cross-functionally to track budgets and strengthen relationships with donors.
• Issue tenant invoices, calculate and collect rental fees and deposits, and track rental agreements.
• Notify designated board members 90 days before rental agreements expire.
• Organize leases and carry out lease requirements.
• Transfer or track utilities and allocate costs in accounting software.
• Serve as a liaison and resource for tenants, staff, and board members regarding leases.

Benefits

• Paid time off accruing at 10 days per year.
• Paid holidays.
• Health insurance eligibility beginning the first day of the month following the hire date; HSSC covers 50% for the employee, through a selected provider.
• A $50 monthly contribution toward voluntary insurance options, including dental and vision, accident protection, additional prescription coverage, critical illness protection, life insurance, GAP coverage, and short-term disability; eligibility begins after 60 days.
• Employee Assistance Program.
• Employee discount on pet wellness exams or prescriptions.
• Automatic enrollment in a $25,000 life insurance policy, effective 90 days after the hire date.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree