Position Summary: Are you excited by the idea of working behind the scenes to keep an environmental nonprofit running smoothly? Do you want to be a critical part of a smart, collaborative team that works hard to keep their organization efficient, and keeps a sense of humor while doing it? The Administrative Associate primarily provides day-to-day bookkeeping for both the 501c4 and PAC (Political Action Committee) affiliated with WCV. The Administrative Associate also provides our combined organizations with personnel support and board support. The WCV Administrative Assistant is a valued member of a four-person Administrative Team with opportunities to work collaboratively and independently on their own responsibilities.
WCV is looking for a bookkeeper with 1-2 years of experience who understands accounting principles and the cyclical nature of bill payments, payroll, monthly reconciliations and general oversight.
This position reports to the Administrative Director and works closely with the WEC Administrative Associate and the HR Manager. Due to COVID19, this position is considered partially remote, with an occasional in-office presence (1-2 times per week) to complete some required duties. Those who come to our downtown Seattle office must follow safety protocols.
Washington Conservation Voters (WCV) is the statewide political voice for the environment. We work to elect environmentally responsible candidates to state and local offices. Working with allies in the community, we advocate for strong environmental policies and hold our elected officials accountable during the legislative session. Through our political work, we are strengthening laws that safeguard the health of our communities, the beauty of our state and our economic future.
Washington Environmental Council (WEC) is a nonprofit, statewide advocacy organization that drives positive change to solve our state’s most pressing environmental challenges. For 50 years, we have been at the forefront of environmental protection in the state, securing laws and policies that safeguard the health of our families and our environment. From bedrock laws like the State Environmental Policy Act, to free electronic waste recycling, to finding solutions that reduce our climate emissions and build our clean energy economy, WEC ensures a healthy future for our state so it remains a great place to live and work.
By effectively combining the policy know-how of WEC with the political expertise of WCV, we have reshaped how environmental protection is achieved in Washington. With one shared CEO, our organizations work in partnership as each pursues its unique mission. Combined, we have a staff of 35 and work in a LEED-certified building in downtown Seattle with a view of Elliott Bay. Given the current pandemic we are working remotely and foresee doing that for an extended period of time. Our teams have access to a variety of online tools and systems that support working remotely. Our expectation is that we will eventually return to some schedule of safely working together in our downtown office.
We offer competitive salaries, good benefits, and the opportunity to make a difference. We are committed to a diverse, socially just, and welcoming work environment and people of color, people with varying abilities, and people of all sexual orientations and gender identities are especially encouraged to apply. We continue to advance the application of a racial equity lens to our work, and are led by a CEO who is a woman of color.
- 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.
- Assist Administrative Director in preparing financial reports for WCV CEO and providing regular financial reports to the Board of Directors.
- Track bank balances and upcoming expenses. Keep Administrative Director informed of balances. Interact with bank personnel for tasks like deposits, setting up new check signers and other related tasks.
- Occasional research to find new vendors or evaluate current ones.
- Maintain good working relationships with vendors and service providers related to our banking, insurance, office equipment, payroll, office building, and benefits.
- Contribute to increasing overall efficiency and best practices.
- 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.
- Provide Administrative Director financial information for Public Disclosure Commission reporting and learn PDC reporting.
- Assist with payroll as needed.
- Provide administrative support to both WEC and WCV Board of Directors, as needed.
- Assist the HR Manager with benefits packages for both organizations including health care, retirement and transportation benefit plans.
- Assist in keeping our policies, procedures, documentation up-to-date and in compliance. Maintain up-to-date and confidential personnel files. Answer staff questions about personnel policies and benefits as needed.
- Assist with onboarding and integration of new employees/interns into the WEC/WCV team as needed.
- Track the use of joint supplies and shared resources between WEC & WCV to ensure appropriate accounting.
- Participation in a racial equity workgroup, caucus group (BIPOC or White), approach work with equity and justice lens.
- Maintain up-to-date expense breakdowns, based on current staff programmatic splits throughout the fiscal year.
- Shared responsibility to answer telephone calls and other communications. Greet office visitors and direct them to the proper place or staff.
- 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.
- Order office supplies as necessary.
Required Skills & Attributes
- QuickBooks experience, nonprofit bookkeeping experience preferred
- Ability to come to the downtown Seattle office periodically 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
- Ability to manage several projects at one time and see them to completion
- Ability to keep regular and predictable schedule
- 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
- 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
How to apply
This is a part time (.5 FTE), exempt position with a salary range of $21-23K per year depending on experience. Although this is a part-time position, we are offering a generous benefits package including 100% employer paid medical and dental insurance, 401k plan and organizational match of up to 3% of your annual salary, a flexible spending account, pro-rated paid vacation and sick leave, eleven paid holidays per year, an unlimited ORCA transit pass (if desired during Covid), professional development opportunities, an Employee Assistance Program and if you work for seven consecutive years you are eligible for a two-month paid sabbatical. We welcome new and diverse people to a great team who together shape environmental protection in Washington.
Click here to apply. No phone calls or mailed applications please. This position is open until filled, however we will begin a first round interview process approximately December 4th.
Washington Conservation Voters is an equal opportunity employer committed to dismantling structural racism and creating a welcoming work environment. WCV does not discriminate on the basis of age, race, gender, religion, marital status, veteran’s status, national origin, disability, or sexual orientation. People of color, people with disabilities, and people of all sexual orientations and gender identities are especially encouraged to apply.