Job Listing: Financial and Administrative Assistant
School’s Out Washington (SOWA) is an independent 501c3 organization serving the field of afterschool and youth development (AYD) throughout Washington State. School’s Out Washington is dedicated to building community systems to support quality afterschool, youth development and summer programs for Washington’s children and youth ages 5 to young adulthood.
The Financial and Administrative Assistant provides financial and administrative support functions to SOWA. This position is a member of the Accounting & Operations Teams.
Reports to: Director of Finance and Operations (DFO)
Location: 801 23rd Avenue South, Seattle, WA 98144
Bookkeeping and Financial Record Integrity
- Use QuickBooks to record, store, and compile financial records;
- Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes;
- Receive, record, and bank cash, checks, and vouchers;
- Make bank deposits by compiling data from various payment services, verifying and balancing receipts, and sending cash, checks, or other forms of payment to banks;
- Comply with federal, state, and company policies, procedures, and regulations;
- Compile statistical, financial, accounting, or auditing reports and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable, and profits and losses;
- Record documents coded according to company procedures;
- Assist in coordinating fiscal and calendar year transitions for entrepreneurial activities including fiscal, grant and funding files;
- Enter payroll data into QuickBooks using reports from payroll processor;
- Record payroll benefit liabilities and expenses into QuickBooks, track benefit vendor payments as needed;
- Maintain employee confidence and protect payroll operations by keeping information confidential;
- Access financial information to answer general questions as well as those related to specific accounts;
- Match order forms with invoices, and record the necessary information;
- Calculate and prepare checks for utilities, taxes, and other payments;
- Manage and replenish petty cash;
- In coordination with the Program Quality Administrative Assistant, maintain program inventory records.
Human Resources Support
- Receive and track application materials for all positions;
- Coordinate interview process for all job postings;
- Support hiring managers as needed through process;
- Perform general office on-boarding tasks.
- Provide general office cleanliness, organization and ordering of office supplies;
- Assist in greeting guests and providing signage and directions for internal community meetings;
- Provide general office support with copying, filing and mail service;
- Serve as the lead contact for office vendors and manage office equipment inventory;
- Answer telephone, respond to requests for information and resources, make referrals to outside resources, provide customer service to visiting providers and other office guests;
- Perform general office duties including filing, faxing, copying and coordinating bulk mailings;
- Maintain filing systems and perform record-keeping duties;
- Compose correspondence and other written materials as assigned.
- Address racism, sexism, heterosexism and other discriminatory practices;
- Work toward racial equity through undoing institutional and structural racism;
- Support data entry projects for Programmatic team as needed;
- Participate in related project meetings and weekly staff meetings;
- Serve as an ambassador for the organization at all times both formally and informally;
- Support ongoing organizational cultural competency;
- Perform other duties as assigned.
- Associate’s Degree required, Bachelor’s Degree preferred, in business administration, accounting or related field;
- Two plus years of work experience in a related field, additional years may be substituted for higher education;
- Proficient in QuickBooks, MS Excel, and MS Word; recent course completion or use in the field required;
- Demonstrated writing and editing skills with strong organizational ability and attention to detail;
- Deep knowledge of equity and social justice principles and practices, and understanding of the effects of place-, race- and policy & systems-based inequities on marginalized communities;
- Must be flexible and able to work with frequent interruptions;
- Ability to work independently and as part of a team;
- Ability to prioritize and work on multiple tasks at one time;
- Ability to grasp new knowledge and approaches and to quickly become an expert in new skills;
- Ability to conduct internet research;
- Excellent customer service skills and ability to maintain confidentiality;
- Excellent communication skills and positive customer service abilities;
- Knowledge of SalesForce/CRM database preferred;
- Competencies: QuickBooks knowledge, adaptability, attention to detail, written and verbal communication, open communication, initiative, analytical thinking, decision making, ethics and integrity, collaboration/partnership, achieving measureable results, racial equity and social justice advocacy.
Hours and Benefits
40 hours per week, Monday-Friday
Salary: $18.00-$21.00, DOE
Fair Labor Standards Act (FLSA) Classification: Non-exempt
Generous Benefit Package: including medical, dental, vision, long-term disability and Paid Time Off policy.
How to Apply
Best Consideration Date: June 1, 2017, 5:00 p.m. PDT
(Resumes will continue to be accepted after the best consideration date. However, preferential consideration is given to those resumes submitted by the best consideration date. The announcement will remain posted until the position is filled.)
Interested candidates should submit a resume and cover letter to: firstname.lastname@example.org with "Financial & Admin Assistant" in the subject line or send to:
Financial & Admin Assistant
School's Out Washington
801 - 23rd Avenue S., Suite A
Seattle, WA 98144
School’s Out Washington is an Equal Opportunity Employer. School’s Out Washington has a commitment to addressing racism, sexism, heterosexism and other discriminatory practices and a commitment to working toward racial equity through undoing institutional and structural racism. Women, People of Color, people living with disabilities, and LGBTQ individuals are encouraged to apply.