Accounting Associate, Distributions

JOB DESCRIPTION
(Non-Management)
Job Title: Accounting Associate, Distributions (Union) Status: Full-Time

Department: Finance &Operations (Finance) Grade: 25
Date Prepared: 9/24/2026 FLSA Status: Non-Exempt
SUMMAR
Under the direction of the Controller, prepare, proof and pay distributions and fees, including supporting reports and cover letters for all Campaigns as well as non-campaign (i.e. non-Andar) distributions. Act as liaison between Finance, IT, Resource Development, other United Ways, agencies, clients and donors regarding distribution reports and problem resolution. Work with IT to resolve software distribution calculation problems and Campaign to understand donor/agency exceptions. Provide professional customer service to staff, seasonal Campaign Coordinators, other federations and agencies, ensuring quality follow-through and overall satisfaction. Execute processes linked to distributions including: Standard M Challenge letters; campaign brochures, pledge forms and book numbers; and agency eligibility structure. This position reports to the Controller.

RESPONSIBILITIES
Include the following, but are not limited to:

DISTRIBUTION EXECUTION

• Build a comprehensive understanding of the distribution process for all campaigns.
• Communicate with Resource Development staff, Controller and VP-Finance, both prior to and during campaign time-frame to ensure full understanding of any account issues that do not conform to standard distribution rules. Maintain a file of exceptional accounts and requirements.
• Maintain contracts (parameters) in Andar to facilitate distribution rules/exceptions.
• Execute distribution trial runs prior to quarterly distribution dates in order to proof data for reconciliation errors, held monies, fee issues, etc. Review payout reports; provide A/P with accounts requiring vendor codes from MIP. Execute proofed distribution runs during required time frame; print distribution-based reports.
• Process special distributions, ex Associated Bank and Johnson Control fee payout
• Provide Distribution Summary reports to Controller upon completion of every distribution.
• Act as liaison between UWGMWC, companies, foundations, donors and designation recipients to facilitate understanding of processes, distributions, reports, etc...
• Execute any follow-up data reports, corrections, research or communication necessary specific to distribution issues.
• Through the agency help desk, field calls/educate designation recipients/donors specific to fees, timing of distributions and campaign specifics.
• Attend CRM Core Team meetings; participate in discussions relevant to changes in account requirements, Andar logic, and internal UWGMWC standards. Ability to learn new CRMs.
• Regularly review process for system improvements and customer service enhancements.

Expected Outcomes:
Campaign distributions will be accurately executed in a timely manner for all UWGMWC campaigns and exceptional distributions in order to meet UWGMWC and client requirements in a manner consistent with contract specifications and UWGMWC's tradition of donor-customer satisfaction. Communicate any issues as they arise with IT/Controller/VP-Finance.

TOCQUEVILLEDISTRIBUTIONS ( Define DTS)

• Same as above with the understanding that Tocqueville Distributions require more meticulous proofing, a higher degree of itemized reports, more frequent communication with designation recipients and a higher possibility of changes after distributions have been completed.

Expected Outcomes:
Tocquiville designations are distributed according to the requirements in a timely, correct manner meeting both internal and external expectations; appropriate correspondence and tracking is maintained at the most specific detail level possible.

NATIONAL Give at Work ACCOUNTS

• Attend internal Give at Work meetings with RD and Digital Systems staff to understand logic of current/upcoming account details specific to distributions and "Where Raised" report logic.
• Prepare pre-distribution "Where Raised" reports specific to the Local and National Campaigns within required time period.
• Assist with fielding inquiries from other United Ways regarding "Where Raised" details; advise Pledge Processing of any necessary corrections.

Expected Outcomes:
National Give at Work accounts processed by UWGMWC are managed according to Standard M requirements; details specific to Give at Work accounts are communicated to local United Ways in a timely, correct manner.

STANDARD M CHALLENGE LETTERS (United Way Worldwide Standard)

• Initiate dialogues via meetings with Campaign, IT and internal United Give at Work staff in mid-summer to identify United Way clients needing to be listed on Challenge Letter for upcoming campaign.
• Prepare Standard M Challenge letter categories based on outcome of meetings; have letter approved by RD within required timeframe.
• Work with IT to post challenge letters on our agency portal.
• Field calls from other UWays requesting clarification of letter content/impact.
• Create/maintain a file of UWays challenging fees based on letter responses; communicate final list to internal United Give at Work staff.
• Add contracts for fundraising fees into CRM for all United Ways that respond to the challenge letter to ensure appropriate fees are reimbursed.

Expected Outcomes:
All United Ways are allowed the opportunity to challenge UWGMWC prior to the start of the current Campaign cycle regarding fees withheld for national campaigns processed by UWGMWC. Tracking and communication is applied to make certain all UWays that register a challenge have their fee requirements met.

CAMPAIGN BROCHURES/FORMS/BOOK NUMBERS

• Keep abreast of and implement changes in federation/agency affiliations for all regular, public sector and specialized campaigns. Add/drop/realign the structure for each agency and create book numbers relevant to each campaign as needed.

• In spring of each new campaign cycle, assist the Manager of Pledge Processing for accurate book number sequencing of materials and in Andar.
• For non-public sector campaigns, apply changes to Andar from information obtained from Manager of Pledge Processing.
• For public-sector campaigns, apply changes to Andar from information obtained from RD Manager.
• Be solely responsible for creating/terminating links between individual agencies/federations and the Donor Choice Structure specific to their eligibility for each campaign.

Expected Outcomes :
Accurate, up-to-date campaign materials are created annually to reflect changes in member listings for UWGMWC, other federations and write-in agencies. Andar book numbers are accurately reflected in materials and Donor Choice Structure.

AGENCY ELIGIBILITY

• Determine base eligibility of agencies for receipt of donor designations.
• Work with IT Staff to run and distribute to participating federations periodic summary reports per contracts.
• With input from Finance and RD staff, identify agencies that do not currently reside in the CRM database or require updated donor choice decisions; create new accounts as needed.
• Be solely responsible for creating/terminating links between individual agencies/federations and the Donor Choice Structure specific to their eligibility for each campaign.

Expected Outcomes:
Newly designated write-in agencies will be processed in our CRM. CRM database will be kept current specific to eligibility outcomes.

PATRIOT ACT COMPLIANCE

• On an annual basis, send designation file to GuideStar to identify terrorist individuals (names) and organizations (TEL = Terrorist Exclusion List).
• Direct Pledge Processing staff on outcomes of TEL, for agencies that are non-Patriot Act compliant. Pledge Processing will notify donors to re-designate their funds.

Expected Outcomes :
Terrorist individuals and organizations are identified on a timely basis.

GIVE AT WORK RECONCILIATION

• Reconcile the pledges made through Give at Work against what is downloaded into CRM.
• Research differences and determine the necessary corrective action.
• Authorize the corrective action to Pledge Processing.

Expected Outcomes:
Pledges originating through Give at Work are accurately reflected in CRM.

DEPARTMENT SUPPORT

• Work with VP-Finance and Controller annually on 990 data and DB2 data.
• Assist Accounting Associate AP with outstanding check issues.

• Perform other miscellaneous duties as requested.

Expected Outcomes:
Data integrity in CRM is maintained with the most current and correct detail possible based on UWGMWC standards.

SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.

EDUCATION & EXPERIENCE REQUIREMENTS

• High School Diploma required. 4-6 years of relevant experience in accounting, finance or another relevant field. Ability to analyze financial data for accuracy is essential.
• Ability to positively interact with all internal and external customers, to work independently within time constraints, and to provide excellent customer service.
• Direct experience in accounting or financial data entry.
• Direct experience with Microsoft Suite including Word,, Excel, Access and/or other similar programs and databases desired.
• Direct experience in CRM's, Donor Databases or related financial software.
• Demonstrated dependability, attention to detail and strong problem-solving skills.

CORE COMPETENCIES

• Mission-Focused. The top priority for all United Way professionals is to create real social change that leads to better lives and healthier communities. This drives their performance and professional motivations.
• Relationship-Oriented. United Way professionals understand that people come before process and is astute in cultivating and managing relationships toward a common goal.
• Collaborator. United Way professionals understand the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
• Results-Driven. United Way professionals are dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
• Brand Steward. United Way professionals are stewards of the brand and understand their role in growing and protecting the reputation and results of the greater network.

ADDITIONAL SKILLS & COMPETENCIES

• Ability to read, analyze and interpret basic business procedures.
• Strong verbal and written communication skills in order to then convey basic business procedures to effectively respond to common questions from individual managers, donors, internal customers, board members and the general public.
• Ability to prioritize, balance and coordinate competing demands, multiple tasks and deadlines.

PHYSICAL DEMANDS
The physical demands at UWGMWC are representative of what is needed to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to stand, sit, talk, hear, and use hands and fingers to operate a computer and telephone keyboard, reach, stoop and occasionally kneel.
• Specific vision abilities required by this job include close vision requirements due to computer work.
• Light to moderate lifting is required (such as loading paper into a paper tray).
• Ability to uphold to the stress of traveling (in designated positions).
• Regular, predictable attendance is required; including additional overtime as business demands dictate.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Moderate noise (business office with computers, phone, printers and light traffic).
• Ability to work in a confined area.
• Ability to sit at a computer terminal for an extended period of time.

AMERICANS WITH DISABILITIES
It is the policy of UWGMWC to comply with all relevant and applicable provisions of the Americans With Disabilities Act (ADA), as amended. UWGMWC will not discriminate against any qualified applicant with respect to any terms, privileges or conditions of employment based upon an individual's physical or mental disability. UWGMWC will also make reasonable accommodation whenever and wherever possible for all employees or applicants with disabilities provided that the individual is otherwise qualified to safely perform the duties and assignments required by the job, and provided that any accommodation does not require significant difficulty or expense. UWGMWC's policy of non-discrimination applies to all personnel and employment practices including, but not limited to, job application procedures, hiring, advancement, termination, compensation, job training and other terms, conditions and privileges of employment.

EQUAL OPPORTUNITY EMPLOYER
It is the policy of UWGMWC to provide equal employment opportunity to all individuals regardless of their race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, veteran status or military service, or other non-merit factor or other legally protected characteristic. This applies to all recruiting, hiring, placement, training, promotion, compensation, transfers and other employment-related programs and personnel actions.
BELONGING & INCLUSION STATEMENT:
Belonging & Inclusion is a core value at United Way of Greater Milwaukee & Waukesha County. We strive every day to enhance the culture of belonging and are passionate about building and sustaining an inclusive and equitable working environment. We believe this allows us to attract, retain the best possible colleagues to use their full gifts to serve our community. We are looking for other great colleagues who are excited about this important work.