Office & Accounting Administrator

Community Associations Institute (CAI) -IL is the premier non-profit organization inspiring community association excellence through best business practices, professionalism, effective leadership, and responsible citizenship by connecting homeowners, community managers, and business partners. www.cai-illinois.org

Responsibilities
The Office & Accounting Administrator is responsible for coordinating overall office operations, including accounting administration, inventory management, event preparation, member support, and workplace maintenance. The Office & Accounting Administrator makes sure everything runs smoothly and that members, volunteers, and staff have what they need to be effective. The Office & Accounting Administrator reports to the Executive Director but will also receive projects and direction from the Associate Executive Director, Finance & Administration Manager, and Membership & Marketing Coordinator. Responsibilities include but are not limited to:

Accounting Administration

• Audit to ensure all sponsorships and ads are properly billed and paid.
• Import all attendee registrations into QuickBooks through TransactionPro.
• Document incoming checks for Internal Auditor.
• Enter data monthly into Fathom reports software.
• Assist with file clean-up/retention process.

Event Preparation

• Gather and prepare materials to be brought to programs and events.
• Attend all major events and help with registration and administration throughout the event. Answer guest questions.
• Occasionally attend education programs to help with registration and administration of the program, especially if held in the chapter office.
• Work with Fundraising Committee to track and communicate with donors and bidders. Send thank you letters to donors.
• Create signs to be used for sponsorship and directional information at events.
• Conduct post-event activities including cleaning up/putting items away, marking attendee participation, running reports, etc.
• Pull final registration/attendance report for all programs and events and save to individual event files.
• Maintain and manage the CAI Company calendar. Add all programs and events to Outlook calendar (color coded) from the Education Commission calendar and update as needed.

Member Support

• Answer phones in a timely, cheerful manner and help the caller or direct them to another staff member.
• Act as a lead to answer homeowner questions and a backup to answer other member-specific or general questions.
• Work with Executive Director and Committee to create the Membership Directory. Pull reports, respond to member calls, track member changes and updates, update National records, assist with proofing.
• Mail directories and information packet to new members monthly.
• Monitor committee, board, and annual partnership membership status and send renewal reminders quarterly.
• Work with Membership & Marketing Coordinator to scrub database lists quarterly to maintain accuracy.

Homeowner Support

• Act as the staff liaison to the Homeowner Leader Education Committee, answer questions from the committee chairs, provide requested reports, and guide the committee to help them carry out their strategic mission.
• Manage all elements of the Dedicated Community Association Leader (DCAL) program including, materials printing and management, event registration, snack purchase, program participant tracking, progress communication, and registration form creation.
• Manage registration forms in the LMS related to homeowner education programs.

Operations/Administration

• Update CAI Company Outlook calendar regarding committee meetings, events, office activities, etc.
• Maintain files, records, and lists which will help the office operate more efficiently.
• Print, process, and mail pieces in a timely manner for homeowner programs and other events as needed.
• Maintain office inventory and log for large items and office supplies.
• Maintain the office postage log.
• Maintain committee volunteer list once information is provided from committee liaison.
• Perform registration updates and changes.
• Make and provide coffee for in-person committee meetings.
• Keep office neat and organized. Clean up and put items away after committee meetings and events.
• Help resolve computer, software, and phone issues by contacting appropriate support companies when needed.
• Return phone calls and emails within 24 hours (unless on PTO).
• Be timely and meet deadlines for meetings, reports, and paperwork.

Other responsibilities as assigned by the Executive Director

Qualifications

• Previous administrative or customer service experience
• Experience answering phones and addressing client needs in a courteous and professional manner
• Knowledge of Microsoft Office, especially Excel and Word
• Ability and desire to learn new software and database programs
• Enthusiasm to provide excellence for the association
• Experience in the Community Association industry a plus
• Ability to take initiative to make decisions within given guidelines
• Ability to multi-task, prioritize, and manage time effectively

Schedule and Benefits

• Monday – Friday 8:00 am – 4:30 pm, hourly
• Occasional evenings and Saturdays for events or education programs
• Paid overtime at time and a half
• Paid holidays
• Generous PTO
• Medical, dental, vision, and life insurance

Job Type: Full-time