St. Vincent de Paul Appleton is currently hiring for the following position:

Office Administrator

Updated 5/3/18


Position Summary: The Office Administrator provides the organization with day-to-day management of general accounting support tasks as well as overseeing the benefits program(s) for all team members. The primary responsibilities are ensuring that payroll, invoices, deposits, employee benefits and donor acknowledgement letters are completed in a timely, confidential, and professional manner.

Accountability: Works with the leadership team; responsible to the Executive Director

Schedule: Hourly, 25 hours per week; schedule can be flexible


·         Receive, ensure approval, and process all accounts payable invoices

o   When necessary, investigate accounts payable invoices that are incorrect

·         Properly file all month end reports

·         Maintain employee benefit records

o   Enroll staff in health insurance, long-term disability, and life-insurance

o   Update and keep track of vacation, sick, and holiday pay

o   Complete wage verification forms

o   Update mileage reports biannually

o   Post and update labor laws in the office

o   Assist with worker’s compensation claims

o   Ensure all team members are provided open enrollment information for benefits

o   Be available to team members to answer benefit questions

·         Complete biweekly payroll

o   Reconcile biweekly hours of all team members

o   Communicate wage garnishments and child support information to the bookkeeper

§  Complete termination paperwork related to wage garnishments and child support in the event of a team member’s separation of employment

o   Ensure all documents are printed and completed for the retirement fund and health insurance each payroll

o   Print all direct and non-direct deposit paycheck stubs

·         Properly complete deposits for all store and conference related donations

·          Be available to assist with the development of the annual budget by providing pertinent information and documentation

·         Assist with the annual audit by assembling information for the external auditors

·         Print and prepare supporting documents for District Council and Board of Directors meetings

·         Maintain donor records

·         Create and send donor acknowledgement letters

·         Office duties

o   Greet and provide quality customer service and compassion to the people that we serve

o   Answer phone inquiries

§  Offer pertinent information about the organization, operations, programs, special events, etc.

§  Transfer calls to appropriate staff when needed

o   Ensure that volunteer applications / employment applications are readily available at front desk

§  Provide volunteer applications / employment applications as needed

§  Give completed volunteer applications to Volunteer Coordinator

§  Give completed employment applications to appropriate staff

o   Sort and distribute mail

o   Sign for deliveries and services

·         Perform other duties as needed


Education, Experience, and Skills Required:

·         Prefer previous working knowledge of QuickBooks accounting software

·         Communicates clearly and effectively in verbal and written communications

·         Provides excellent customer service

·         Able to use Microsoft Office programs and operate various office equipment:  printer, copier, fax, etc.

·         Able to produce and maintain detailed records

·         Maintains confidentiality and exhibits unquestionable integrity

If you are interested in applying for this position, or have any questions, please contact SVdP Director of Operations, Becca, at or SVdP Executive Director, Kristen, at You may also call 920-739-1679. 

Thank you for your interest in joining our team!