Office & Accounting Administrator

Position Summary

The Office & Accounting Administrator is often the first friendly face and voice people encounter when connecting with our organization. This position supports the overall operations of the office, assists the Executive Director, and manages accounting and financial tasks to ensure smooth and accurate financial processes. They help ensure staff, volunteers, and visitors have what they need to succeed.

The ideal candidate enjoys building connections, being organized, and finding ways to make things run efficiently. This role contributes directly to our mission of empowering youth through mentoring by creating a welcoming, well-managed, and financially organized environment for all.

Key Responsibilities

Accounts Payable & Receivable Support

• Process incoming invoices, route for approval, and prepare payments for review.
• Maintain organized records of payables, receipts, and deposits.
• Assist with depositing checks and maintaining accurate deposit logs.
• Support reconciliation of credit card statements and expense reports.
• Communicate with vendors to ensure accurate billing and timely payments.
• Track purchases or invoices related to grants or projects as requested.
• Assist auditors in annual audit.
• End of month reports.

Office Administration & Support

• Provide general administrative support to staff and leadership, including scheduling, document preparation, and data entry.
• Provide assistance to Board of Directors.
• Sort and distribute incoming mail; manage outgoing mail and shipping.
• Maintain and order office supplies; coordinate with staff to anticipate needs.
• Serve as the main contact for building maintenance, cleaning, and vendor relationships.
• Assist with scheduling, logistics, and materials for meetings, trainings, and events.
• Help maintain organized digital and paper filing systems, ensuring accuracy and confidentiality.

Executive Director Support

• Provide administrative support to the Executive Director, including scheduling meetings, managing calendars, and preparing correspondence or reports.
• Assist with meeting coordination — preparing agendas, taking minutes, and tracking follow-up tasks.
• Help organize board meetings and maintain board records as directed.
• Support special projects, fundraising mailings, or community outreach activities as assigned.
• Serve as a professional and confidential point of contact for Executive Director communications.

Front Desk & Reception

• Welcome visitors and provide a warm, professional, and inclusive first impression for all guests, youth, families, and volunteers.
• Answer and direct incoming phone calls and emails to the appropriate staff.
• Manage front desk communications, voicemails, and general inquiries.
• Maintain a tidy, organized, and inviting reception area.

Technology & Systems Support

• Serve as the on-site contact for technology and equipment needs (computers, printers, phones, etc.).
• Coordinate with external IT support vendors to address issues or new setups.
• Maintain an inventory of office technology and coordinate updates or replacements as needed.
• Provide basic tech assistance to staff (e.g., setting up video calls, troubleshooting printers, password resets).

Qualifications

• Associate degree, Bachelor degree preferred in Accounting/Finance.
• 5+ years of accounting experience preferred.
• Experience with QuickBooks required.
• 2+ years of administrative, office, or customer service experience.
• Strong computer skills, including Microsoft Office (Word, Excel, Outlook).
• Excellent communication, organization, and time management skills.
• Ability to manage multiple tasks while maintaining attention to detail.
• Professional, friendly, and dependable demeanor with a high level of discretion.
• Experience supporting executive leadership or working in a nonprofit organization.
• Commitment to the mission and values of Big Brothers Big Sisters.
• Interest in youth development and community-based programs.

Work Environment

• Office-based position located in Owatonna, Minnesota, with occasional travel for errands, meetings, or events.
• Standard office hours with some flexibility for evening or weekend support for agency activities.

About Big Brothers Big Sisters of Southern Minnesota

Big Brothers Big Sisters of Southern Minnesota empowers young people to reach their full potential through professionally supported, one-to-one mentoring relationships. Our team is passionate about creating positive pathways for youth, supporting volunteers and families, and strengthening the communities we serve.

Job Type: Full-time

Pay: $50,000.00 - $52,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person