For more information, please follow this link: https://wecprotects.org/jobs/administrative-associate-2/

Salary- $46K to $50K depending on experience

Financial Management

  • Maintain books in an ethical, legal and transparent manner, according to general accounting practices. Specifically the bookkeeper is responsible for day-to-day bookkeeping for both the 501c4 and affiliated PAC: this includes A/P, A/R, deposit data entry, and providing reports to fundraising staff.
  • Track bank balances and upcoming expenses. Keep VP of Administration updated on account balances. Interact with bank personnel for tasks like deposits, setting up new check signers and other related tasks.
  • Work with the WEC bookkeeper to track expenses that are shared between WEC and WCV. Ensure that expense reconciliation between WEC and WCV happens on a monthly basis.
  • Maintain up-to-date expense breakdowns based on current staff and programmatic splits throughout the fiscal year.
  • Support development staff with financial reporting for grants, major gifts, events and other fundraising purposes.
  • Work with development staff to reconcile donation records between QuickBooks and Salesforce.
  • Assist with annual audits for both PAC and 501c4.
  • Assist VP of Administration in preparing financial reports for CEO and providing regular financial reports to the Board of Directors.
  • Provide VP of   Administration financial information for Public Disclosure Commission reporting and learn PDC reporting.
  • Submit WCV payroll. 
  • Assist with employee benefits including health insurance, and retirement. 
  • Submit WCV tax payments to state agencies like the Department of Revenue or Labor & Industries.

Development

  • Process incoming donations and enter in Salesforce and QuickBooks.
  • Generate weekly acknowledgement data, monitor acknowledgment letter content, and send donor acknowledgements. 
  • Update donor contact information in Salesforce as requested.
  • Ensure data entry in Salesforce corresponds with coding in QuickBooks for all gifts.
  • Call donors with declined credit card information and update in our database.
  • Act as a bridge between the Admin Team and Development Team in tracking event income.
  • Sort through mail when in the office and separate donations, returned mail, and junk mail.

Office Support/Admin

  • Assist with hiring, onboarding and exiting tasks as needed.
  • Track the use of joint supplies and shared resources between WEC & WCV to ensure appropriate accounting and order office supplies as necessary.
  • Participation in a racial equity workgroup, caucus group (BIPOC or White), approach work with equity and justice lens.
  • Shared responsibility as liaison to building management for service requests and related issues.
  • Assist with tax, license and registration filings and ensure they are submitted in a timely fashion to assure consistent operation of the organization.

Required Skills and Attributes

  • Ability to manage several projects at one time and see them to completion
  • Ability to keep regular and predictable schedule; our office hours are typically 9am-5pm
  • Ability to quickly reprioritize according to emergent demands
  • Attention to detail and highly organized. Must be great at following up on tasks
  • Communicative, collaborative, pro-active and self-directed; Must be willing to step up when necessary to share the Admin Team workload
  • Friendly and approachable as this position will be the first impression visitors have of the organization and provides daily operational support to all staff
  • Ability to use discretion, maintain confidentiality and be professional at all times
  • Commitment to racial equity and justice principles
  • Ability to come to the downtown Seattle office twice a week during Covid restrictions to perform bookkeeping & administrative duties that can’t be done remotely such as making check deposits, manual filing, distributing mail or issuing checks to vendors. Once Covid restrictions are no longer in place, it’s assumed that most work will be done in our office.

Desirable Skills

  • QuickBooks experience, nonprofit bookkeeping experience strongly preferred
  • Experience working with nonprofit fundraising staff
  • Experience interacting with volunteers or interns
  • Familiarity with Salesforce database
  • Familiarity with Microsoft Office suite
  • Enthusiasm for learning and using online tools such as, Zoom, Asana, Doodle Poll, SignUpGenius, Slack, RingCentral, Salesforce and Box
  • Interest in smooth-running operational systems