Financial & Operations Assistant

Position Summary

The WiLS Financial and Operations Assistant plays a key cross-functional role in supporting the financial, operational, and member service needs of Wisconsin Library Services (WiLS), a small, mission-driven nonprofit organization. As part of a collaborative 13-person team, this position serves as a primary point of contact for members—primarily libraries and cultural organizations—while providing essential financial and administrative support. This role requires adaptability, strong communication skills, sound judgement, and a collaborative approach to advancing the organization’s mission.

Key Responsibilities

Financial & Administrative Support

• Assist with accounts payable and receivable, including processing invoices, reimbursements, and member payments
• Maintain organized and accurate financial records
• Support budget tracking, expense monitoring, and basic financial reporting
• Support audits, grant reporting, and financial reviews as needed

Member Communication & Service

• Serve as the first point of contact for member libraries and cultural organizations via phone and email
• Respond to inquiries related to membership, billing, renewals, events, and organizational services
• Maintain and update member records in the CRM or membership database
• Support membership renewals, confirmations, and routine member correspondence
• Provide professional, timely, and mission-aligned service rooted in communication that strengthens member relationships

Cross-Functional & Team Support

• Provide administrative and operational support across teams, including consulting, cooperative purchasing, programs, and leadership
• Support special projects as organizational needs evolve
• Design, monitor, and revise internal workflows to improve efficiency and effectiveness
• Support basic software application and website administration

Confidentiality & Data Security

• Ability to maintain strict confidentiality of financial, personnel, and member information
• Adherence to organizational data security and privacy policies, including secure handling of digital and financial records

Qualifications

• Associate or bachelor’s degree in accounting, finance, business administration, office management, or related fields; or equivalent experience
• 1–3 years of experience in finance, administration, operations, or member/customer service
• Experience in a nonprofit, membership-based organization, or small office environment preferred
• Familiarity with basic accounting principles
• Strong working knowledge of Microsoft Office specifically Word and Excel as well as Google products specifically Google Sheets
• Experience with accounting software, CRM, or membership databases preferred

General Requirements

• Strong interpersonal and customer service skills, especially with organizational members
• Excellent written and verbal communication skills
• Highly organized, detail-oriented, and adaptable
• Ability to manage multiple priorities in a small, fast-paced team
• Technologically literate with a willingness to learn new systems
• Discretion in handling confidential financial and organizational information
• Ability to work independently with minimal direction/supervision
• Alignment with WiLS’ mission of supporting libraries and cultural organizations, and our organizational values
• Access to high-speed internet and the ability to work remotely

Travel & Commuting Requirements

• Residence within the Madison-Milwaukee corridor
• Ability to travel locally within the Madison, WI area on a weekly basis as required by job duties
• Reliable transportation for local travel (mileage reimbursement provided in accordance with organizational policy, if applicable)

Competitive benefits include paid time off (holidays, sick leave, and vacation) and access to health insurance and more below. Compensation will also include a monthly phone and internet stipend.

Group Health Insurance

Voluntary Dental & Vision Insurance

Life Insurance and AD&D Insurance

LTD insurance

Voluntary Supplemental Life Insurance

Employee Assistance Program

Healthcare Flexible Spending Account

Dependent Care Flexible Spending Account

Health Savings Account (if enrolled in a HDHP)

Identity Theft Protection

Legal Insurance

Pet Insurance/Benefit

401k Retirement Plan Option

Employee Discounts services