Office Manager
Public Nonprofit Leadership is seeking a detail-oriented Office Manager to support day-to-day operations and contribute to our mission of strengthening Wisconsin's public and nonprofit sectors. Our work focuses on helping organizations secure funding, develop policy, and implement sustainable practices. As the sole contractor to Wisconsin Clean Cities, we support a coalition advancing alternative fuel infrastructure across the state reducing emissions and enhancing energy and economic security. If you're organized, proactive, and passionate about making a positive impact, we'd love to hear from you. Position Summary: We're looking for an experienced and motivated Office Manager to oversee the operations of a small, dynamic, and multi-funded office. The ideal candidate is highly organized, energetic, and both process- and people-oriented. They are equally comfortable seeing the big picture and managing details, working independently and collaboratively, and juggling multiple priorities with focus and follow-through. Success in this role requires initiative, adaptability, and a passion for organization. The right candidate is entrepreneurial yet grounded, accountable, and committed to moving work forward efficiently. They'll bring strong communication skills, emotional intelligence, and the ability to address challenges constructively. Integrity, professionalism, and a strong service mindset are essential. This is a hybrid position: primarily remote, with a required in-office presence at least two days per week or as needed to meet programmatic demands. Key Responsibilities: Office Management & Administration: Establish and maintain efficient office systems, processes, and procedures to support daily operations. Oversee document management, including both paper and electronic filing systems, and ensure accurate record keeping. Prepare meeting agendas, record minutes, and ensure timely distribution and follow-up. Coordinate travel logistics for program staff, as needed. Manage and update on boarding materials; support on boarding for new staff and interns. Assist with recruitment processes, including job postings, scheduling interviews, and supporting candidate communications. Provide supervision and support to interns as assigned. Support the Executive Director with scheduling and calendar management. Monitor employee schedules, track attendance, and manage office supplies and equipment. Identify and implement opportunities to improve administrative systems and workflows. Perform other administrative tasks and special projects as needed. Project Accounting & Financial Management: Coordinate day-to-day financial functions, including accounts receivable and general bookkeeping. Partner with the Executive Director on grant reporting, budget tracking, and reimbursement processes. Collaborate with leadership and staff on the development of the annual coalition budget. Prepare, review, and distribute regular financial reports. Support procurement activities and assist with special administrative projects as needed. Address and resolve billing issues in coordination with relevant team members. Train new staff on financial procedures and administrative protocols. Support financial planning and goal-setting efforts led by the Executive Director. Manage scheduling and coordination of quarterly and annual project reporting. Recommend improvements to financial systems, policies, and workflows. Clearly communicate financial and administrative updates to internal staff and external stakeholders as appropriate. Stakeholder Management & Communications: Manage internal and external communications, including email, phone, mail, and social media correspondence with board members, coalition members, clients, partners, and stakeholders. Develop, publish, and distribute the organization's monthly newsletter. Maintain and update membership records; manage monthly billing and dues collection. Coordinate and schedule meetings and events with external stakeholders. Respond promptly and professionally to membership inquiries and requests for information. Process and deposit payments from members and funders. Represent and uphold the organization's values and culture in all interactions. Address concerns and resolve issues with a solutions-oriented approach. Serve as the in-house point of contact for IT-related systems and troubleshooting. Deliver exceptional customer service to all partners and stakeholders. Maintain confidentiality and uphold organizational integrity in all communications and operations. Support cross-functional responsibilities across Accounting, Finance, IT, and HR functions as needed. Report directly to the Executive Director and support broader organizational goals. Other Experience and Qualifications: High school diploma or equivalent required; Associate's degree in Office Management, Human Resources, Accounting, or a related field preferred. Minimum of 3 years of relevant administrative or office management experience. Proficient in Microsoft Office Suite and QuickBooks. Familiarity with social media platforms (Facebook, LinkedIn) and website management tools (WordPress). Experience working in nonprofit or public sector organizations is strongly preferred. Strong verbal and written communication skills. Demonstrated interest in sustainability, clean fuels, or environmental initiatives is highly desirable. Must be authorized to work in the United States. 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