Executive Administrative Assistant

Position Summary

This position is responsible for assisting Director with multiple administrative and fiscal process tasks, such as data entry, payroll functions, financial data entry and filing, grant applications and reports, monitoring company email and telephones and community engagement marketing functions.

FINANCIAL PROCESSES (30%)

• Follow all financial and internal control policies & procedures.
• Complete accounts receivables process for all income received.
• Prepare all received income for bank deposit.
• Deposit all funds into designated bank account weekly.
• Process all accounts payable, invoices, PO’s, etc for approval and payment.
• Perform bank reconciliation of all accounts by the 10th of the following month.
• Transfer funds and reconcile all online giving platforms, monthly.
• Reconcile credit card receipts to statement each month.
• Reconcile gift cards received and distributed report monthly.
• Reconcile petty cash monthly.
• Assist in completion of grant draws monthly—gather items for grant draw requests, expenditures, timecards, etc.
• Record employee timecards into Quickbooks Online Payroll program twice monthly for verification and submission.
• Complete all monthly filing of financial records and other admin files.
• Assist in completion of monthly financial reports for board review.
• Assist in preparation of annual budget.
• Assist program staff in staying updated on program budgets.
• Assist with audit preparation and process

DONATION & DONOR MANAGEMENT (15%)

• Maintain agency donor database utilizing QuickBooks.
• Log, track and copy financial contributions received
• Create thank you notes, receipts and reports of all donations.
• Send tax statements to donors as requested.
• Prepare monthly donation reports—contributions, in-kind items received & distributed.
• Assist in preparation and distribution of annual donor appeal letter.

DATA ENTRY & MANAGEMENT (20%)

• Maintain agency data spreadsheets,
• Maintain client records in FPP databases and required HMIS programs.
• Assist in filing documents in program client files.
• Assist in completion of affiliate reports, including annual census, contacts list and others.
• Maintain grant database.
• Complete historical data entry projects.

TRANSPORTATION SERVICES 10%

• Oversee driving staff
• Maintain transportation schedule for program family needs & communicate to drivers.
• Make additions/edits to transportation schedule on the agency calendar as needed. Maintain FPP vehicle maintenance schedule, tab renewals, tires changes, records, etc

ADMINISTRATIVE FUNCTIONS (25%)

• Create monthly On-Call rotation schedule.
• Assist ED in scheduling day center cleaning, snow removal and lawn care.
• Check FPP PO Boxes as requested.
• Monitor agency “Info” email and company calendar.
• Complete agency filing monthly: financial, grants, government agency, client files.
• Attend organization’s special events and fundraisers.
• Attend volunteer, board, staff and community meetings as directed.
• Perform routine office/clerical and cleaning duties as required.
• Assist Director in community engagement activities.
• Monitor and post FPP activities on Social media platforms as requested.
• Assist with Newsletter creation, mass email templates and other FPP literature.
• Update FPP website as requested.
• Assist program staff as requested.
• Comply with all policies and procedures of Family Promise of the Palouse
• Complete continuing education/training program goals regularly.
• On-Call shifts as scheduled
• Other duties/projects as assigned

QUALIFICATIONS

• Business, office or financial education, experience or relevant combination.
• Two years of experience in a social service or office setting.
• Two years of experience with Quickbooks Online or Desktop; payroll experience.
• Understanding and proficiency in using various software programs including Microsoft office.
• Demonstrate good judgment and decision-making skills; have a strong work ethic and compassion for other; be enthusiastic, creative, and flexible.
• Exceptional verbal and written communication skills.
• Ability to effectively set boundaries in client relations, with volunteers in the office, and in the host congregations.
• Ability to effectively maintain confidentiality regarding client information, human resources & payroll.
• Drivers license
• Ability to be bonded for Notary Public service

Job Types: Full-time, Part-time

Pay: $17.00 - $20.00 per hour

Expected hours: 24 – 36 per week

Benefits:

• Flexible schedule
• Paid time off
• Professional development assistance

Schedule:

• Monday to Friday
• No nights
• No weekends

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $17 - $20