Office Manager for Destin Charity Wine Auction Foundation

[DCWAF]

Destin Charity Wine Auction Foundation is the largest fundraising charity on the Emerald Coast. Funds for local children's charities are raised through multiple wine and food events throughout the year, including large live auction. DCWAF is currently seeking an Office Manager to start mid-June.

Job Details:

DESTIN CHARITY WINE AUCTION FOUNDATION
Office Manager Job Description

Accountabilities

I. Manages day-to-day office activities
a. Report to and take direction from the Executive Director
b. Answer phones
c. Greet visitors
d. Order and inventory office supplies

II. Provide administrative support to Executive Director and Director of Events
a. Help with scheduling
b. Prepare agendas and minutes for meetings
c. Set up room for meetings

III. Manage schedules and coordinate meetings for Board and committees
a. Send out meeting notices
b. Send out agenda and minutes
c. Arrange for location of meetings

IV. Manage bookkeeping function
a. Work with Treasurer and Executive Director in preparation of annual budget
b. Enter all financial transactions, then track ‘actuals’ against budget
c. Prepare financial report for the Board
d. Pay all Accounts Payables promptly
e. Manage Account Receivables
f. Make bank deposits and handle credit card charges
g. Reconcile all bank accounts with general ledger
h. Work with CPA on the annual audit
i. Handle payroll and payroll entries with oversight of the Executive Director
j. Prepare Quarterly and Annual Federal Payroll Forms (to include 942, 940, W2’s and 1099’s)
k. Proficiently utilize QuickBooks for all bookkeeping/accounting
l. Process and send donor receipts
m. Process Auction Pay for silent and live auctions (coding of financial transactions, preparation of invoices and letters, distribution of certificates, and reconciliation of discrepancies, etc.)

V. Manage the logistics of Live & Silent Auctions
a. Receive shipments in office
b. Inventory shipments
c. Collect missing information from donors
d. Makes entries into AuctionPay
e. Assists with auction catalog production, including: writing lot descriptions, proofing, coordination with printer, both pre-catalog, final catalog, and addendum
f. Help with move of auction items to and from event venue
g. Help with inventory and storage of auction items
h. Help with delivery of auction items to winning bidders
i. Help with mailings of auction items

VI. Supervise check-in/check-out for the auction & other foundation events
a. Develop systems for smooth check-in and check-out process
b. Input all relevant data into Auction Pay prior to and during auction
c. Train volunteers and staff on ‘check-in’ and ‘check-out’ process prior to auction
d. Reconcile auction results promptly

VII. Provides administrative support for Foundation
a. Track & process ticket sales for major events. Including payment information & processing, ticket receipts, and contact info
b. Prepare mailings
c. Handle all office correspondence including Fed Ex, UPS, etc.
d. Respond to inquiries
e. Provide administrative support to Board and committees
f. Provide all tax deduction letters to patrons, donors and sponsors
g. Assist winning bidders schedule purchased trips
h. Assist with other administrative duties as required

Competencies

I. Organizational skills
II. Project management skills
III. Administrative skills including word processing, database management, etc.
IV. Excellent with follow through
V. Great eye for detail
VI. Quick and efficient
VII. Proficient with QuickBooks
VIII. Proficient (or ability to learn) Auction Pay
IX. Excellent data analysis skills
X. Effective written and oral communication skills
XI. Interpersonal poise and finesse
XII. Politically astute

Position: Full Time
Compensation: N/A
Location: Destin, FL (near Wal-Mart)

If interested in applying, please send resume and brief cover letter to lauren@dcwaf.org
For more deatils on DCWAF, visit www.DCWAF.org

[DCWAF]

This position has been filled.