Finance & Administration Manager

The Finance & Administration Manager plays a hands-on role at The Haase House, owning the day-to-day financial and administrative systems that keep the organization running smoothly. This position supports the Executive Director and key stakeholders by managing core accounting activities, payroll processing, billing coordination, and ongoing systems and compliance needs.

Based in Mukwonago, WI and working onsite, the role is focused on accurate records, timely deadlines, and clear financial reporting to support budgeting, decision-making, and oversight.

Key Responsibilities

• Manage day-to-day accounts payable and organizational payments.
• Manage accounts receivable and client service billing, including claim follow-up.
• Maintain accurate QuickBooks records, including reconciliations and financial reports.
• Reconcile bank and credit card activity and maintain supporting documentation.
• Monitor organizational accounts, expenses, and cash flow.
• Coordinate with the organization’s accountant and assist with annual tax and financial reporting.
• Support the Executive Director with development of the annual organizational budget and track budget-to-actual results, flagging significant variances or concerns.
• Provide financial information, projections, and analysis for planning and Board oversight.
• Process bi-weekly payroll accurately and on schedule, including maintaining employee timekeeping systems.
• Prepare annual W-2s and 1099s.
• Maintain organized financial and administrative records, including tracking key financial, tax, insurance, and compliance deadlines.
• Maintain confidentiality of financial, employee, client, and organizational information.
• Coordinate client service billing and claims, and communicate with fiscal agents and other parties regarding authorizations, billing, and payments.
• Monitor outstanding claims and payments and ensure service revenue is accurately recorded and reconciled.
• Prepare financial information for grant applications and reporting, including tracking and allocating grant and program expenses.
• Track revenue from fundraising events and other organizational activities.
• Maintain donor financial records and acknowledgment/receipt processes, including nonprofit and donor-related financial systems.
• Coordinate organizational insurance renewals and related financial requirements.
• Assist with Workers’ Compensation audits and other required financial filings.
• Maintain required nonprofit registrations and compliance records.
• Identify opportunities to improve financial and administrative systems, working with leadership to implement updated procedures, systems, and software as organizational needs change.

Required Experience & Skills

• Experience in accounting, bookkeeping, finance, business administration, nonprofit administration, or a related field.
• Strong working knowledge of QuickBooks and general accounting practices.
• Experience with accounts payable/receivable, payroll, reconciliations, and financial reporting.
• Strong organizational skills and attention to detail.
• Ability to independently manage deadlines and recurring financial responsibilities.
• Good judgment, including the ability to recognize concerns and communicate appropriately.
• Ability to maintain confidentiality and handle sensitive information.
• Comfort working independently in a small-organization environment.

Preferred

• Nonprofit accounting or administrative experience.
• Experience with Medicaid or human services billing.
• Experience with grant financial reporting.
• Familiarity with nonprofit compliance, donor systems, fiscal agents, or similar organizations.
• Experience improving or developing financial and administrative systems.

Schedule, Shift, and Location

• Location: In person (onsite), Mukwonago, WI
• Shift availability: Day Shift (Preferred)
• Schedule: Flexible schedule

Compensation

• Pay: $1,800.00 per month
• Salary range: USD 1,800 - 1,800 per monthly