Position Overview:

United Way of Reno County is seeking a proactive, detail-oriented Administrative Assistant who thrives in a dynamic environment and enjoys owning their role. This position is critical to the daily operations of our organization—serving as the first point of contact for our community, supporting administrative and fundraising functions, and assisting the Finance & Grant Administration Director with clerical and organizational needs. We’re looking for someone who takes initiative, anticipates needs, and brings strong organizational and data entry skills to our team. Prior QuickBooks knowledge is helpful but not required.

The Administrative Assistant provides front-line support to community members, staff, and partners while maintaining the operational and data needs of United Way of Reno County. This role supports the Finance & Grant Administration Director through administrative and clerical assistance and plays a key role in campaign data entry, office management, donor system accuracy, and organizational coordination. The ideal candidate is highly organized, tech-savvy, comfortable managing detailed multi-step data entry, and able to independently manage their responsibilities without needing step-by-step direction.

Key Responsibilities:

Front Desk & Community Support

• Answer incoming phone calls and greet visitors with professionalism and warmth.
• Assess community needs and determine whether to assist directly with minor support or connect them to the Reno Connections team for additional services.
• Provide general information about United Way programs, including Dolly Parton Imagination Library enrollment.

Data Entry & Fundraising Support

• Enter United Way workplace campaign data into the fundraising donation system, including complex multi-level breakdowns of donor designations, payroll deductions, one-time gifts, corporate matches, and special fund types.
• Maintain high data accuracy and report issues or inconsistencies.
• Complete mail merges for donor thank-you letters, campaign correspondence, and other organizational mailings.
• Assist with data entry needs across the organization on an as-needed basis.

Finance & Administrative Support (Clerical Support Role)

• Provide administrative support to the Finance & Grant Administration Director.
• Assist with organizing financial documentation and maintaining digital and paper filing systems.
• Support accounts payable processes, including preparing documentation and assisting with check processing.
• Perform limited financial data entry as directed (QuickBooks experience is a plus but not required).
• Assist with grant documentation tracking and recordkeeping.

Office & Operational Management

• Manage all day-to-day office logistics, including:
  • Organizing supply and storage areas
  • Keeping the kitchen stocked and orderly
  • Ordering and tracking office supplies
  • Coordinating with vendors as needed
  • Retrieve daily mail from the post office and distribute appropriately.

Board & Meeting Support

• Prepare materials and take minutes for board meetings.
• Communicate with board members regarding meeting logistics, reminders, and required documentation.
• Assist with meeting coordination, including ordering meals or refreshments as needed.

Program Support

• Manage enrollment, maintenance, and communication for the Dolly Parton Imagination Library system.
• Support community initiatives and special projects as needed.

Compensation:

Competitive salary, commensurate with experience, plus benefits.

Qualifications:

• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Exceptional attention to detail, especially in data entry and recordkeeping.
• Ability to work independently, anticipate needs, and take initiative without constant supervision.
• Excellent communication and customer service skills.
• Experience with QuickBooks or similar accounting software preferred, but not required.
• Comfort with complex data entry systems and multi-step processes.
• Proficiency with Microsoft Office Suite and general office technology.
• Ability to interact with diverse community members in a compassionate, professional manner.
• Prior administrative or office management experience preferred.

Top Candidate Qualities:

Our ideal Administrative Assistant is someone who not only has the right skills, but also brings the right mindset and work ethic to our team. The strongest candidates will demonstrate:

• High Sense of Urgency – Responds quickly, prioritizes effectively, and understands that timelines, donors, and community members depend on prompt action.
• Systems Thinker – Naturally sees how processes connect across departments and looks for ways to improve efficiency, accuracy, and flow.
• Integrity & Ethics – Handles sensitive donor, financial, and community information with the highest level of professionalism and confidentiality.
• Independence & Accountability – Manages their workload with minimal supervision, takes ownership of responsibilities, and follows through consistently.
• Process-Oriented – Enjoys creating, following, and improving step-by-step workflows to ensure consistency and accuracy.
• Problem Solver – Approaches challenges with curiosity and persistence, seeking solutions rather than stopping at obstacles.
• Friendly & Approachable – Creates a welcoming experience for visitors, donors, volunteers, and community members through warmth, professionalism, and positive communication.

Benefits:

We value our staff by providing the following benefits to eligible employees:

• Competitive compensation
• Retirement Savings Plan
• Vacation Leave
• Sick Leave
• Holiday Pay
• Other Benefits

Certificates, Licenses, and Registrations:

• Valid Driver’s License.