Description

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.

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

Requirements

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 regular basis as required by job duties 
• Reliable transportation for local travel (mileage reimbursement provided in accordance with organizational policy, if applicable)