Finance & Membership Associate

The Maine Medical Association (MMA) is seeking a detail-oriented and organized Finance & Membership Associate to support our Finance and Membership teams. This exempt position will also play an integral role in the smooth functioning of the organization by providing administrative support, maintaining office systems, and assisting with event planning and coordination for meetings and conferences. 

This is an in person position located in Manchester, Maine. You must live within commuting distance to be considered for this position.

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$40,500 - $49,000 yearly

Finance Role & Responsibilities

Assist our Director of Finance & Operations with basic bookkeeping tasks including data entry, processing invoices, and tracking expenses.

• Perform basic bookkeeping tasks including entry of deposits, preparing payments, monitoring accounts payable/receivable, and monthly reconciliations in QuickBooks.
• Maintain accurate financial records and assist in the preparation of financial reports.
• Provide support for budget tracking and financial forecasting activities.
• Assist with payroll, including time sheet processing.

Membership Role & Responsibilities

Assist our Director of Membership & Digital Engagement with membership database administration and member services operations, supporting members across the membership lifecycle and maintaining accurate records.

• Maintain the membership database to support member communications and services, including processing new member accounts, updating membership status, managing expiration records, and assisting with routine data audits and reporting.
• Assist with membership dues processing, including invoice and roster preparation, payment tracking, and coordination with the Finance team.
• Support outreach initiatives, including member communications, renewal and recruitment efforts, and coordinated mailing campaigns.
• Respond to member inquiries and provide support with account access, profile updates, and general membership services.
• Assist with event planning and coordination for meetings, conferences, and training.
• On-site membership event support as needed.

Administrative Role & Responsibilities

Ensure smooth daily office operations by managing mail services, maintaining office supplies and equipment, and serving as the primary point of contact for incoming calls.

• Assist Operations Manager as needed with coordination of facilities and office maintenance.
• Manage daily mail activities, including labeling postage, sorting inbound and outbound mail, and handling pickup and drop-off.
• Maintain office functionality by overseeing equipment upkeep, scheduling recycling, managing inventory and ordering for office and kitchen supplies, and performing light facility tasks.
• Provide essential support by updating internal and external contact lists. 
• Assist with the preparation of reports, presentations, and other documents as requested.
• Coordinate office operations and maintain filing systems.
• Handle incoming phone calls, emails, and general inquiries, ensuring timely and professional responses.
• Some local/in-state travel will be needed for mail, bank deposits, and meetings.

Required Qualifications:

• High school diploma or equivalent.
• Minimum of 2 years of experience in an administrative support or office management role.
• Exceptional attention to detail and a high degree of accuracy in data entry and record-keeping.
• Strong organizational skills with the proven ability to prioritize tasks, manage time effectively, and meet deadlines in a dynamic environment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and the ability to learn new database and software systems quickly.
• Excellent written and verbal communication skills.
• Ability to work independently with minimal supervision as well as collaboratively within a team.

Preferred Qualifications:

• Associate/bachelor’s degree or additional training/certification in related field.
• Prior experience with QuickBooks or similar bookkeeping software, membership databases and/or Customer Relationship Management (CRM) software.
• Experience with coordination of mail campaigns and/or meetings.

The Maine Medical Association, with its roots dating back to the early 1800s, is dedicated to supporting physicians and multi-disciplinary health care teams, promoting public health, and advocating for patients in Maine. Through policy, advocacy, education, and support, the MMA is the leading voice of more than 4,300 Maine physicians.

Working Conditions:

• Full-time, exempt position, 40 hours per week.
• 8:00 am – 4:30 pm Monday – Friday.
• Potential for hybrid in-office/remote work after probationary period.
• Competitive pay, 13 paid holidays, and 168 hours of PTO.

Benefits Include:

• Comprehensive health, dental, and vision insurance available with generous employer contributions.
• Simple IRA with 3% employer match.
• Medical FSA.
• Life and disability insurance.