Type of Job
Apr 22, 2022
About the job
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 participant in a smart, collaborative team that works hard to keep their organization efficient while keeping a sense of humor? 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 assists our fundraising staff with data and member support. The WCV Administrative Assistant is a valued member of a four-person Administrative Team with opportunities to work both collaboratively and independently on their own responsibilities.
WCV is looking for an Administrative Associate with 1-2 years of experience who understands accounting principles and who also understands fundraising best practices, providing a key link between our Administrative and Development teams.
This position reports to the VP of Administration and works closely with the WEC Administrative Associate, the HR Director and our Development staff. Due to COVID19, this position is considered partially remote, with an in-office presence (1-2 times per week) being required to complete some duties. Those who come to our downtown Seattle office must follow Covid safety protocols.
Washington Conservation Voters (WCV) ensures Washington’s decision makers keep our environment protected, healthy, and vibrant. Over the last 35 years, we have elected environmental champions, held our elected leaders to the highest standard, and built statewide momentum for environmental campaigns through innovative voter outreach efforts and community organizing. WCV is committed to making sure all people in Washington state have a healthy environment and a strong, sustainable economy.
Washington Environmental Council (WEC) is a nonprofit, statewide advocacy organization. For over 50 years, WEC has brought people together to solve Washington’s most critical environmental issues. WEC builds power for the environmental movement by building partnerships, mobilizing the public, connecting voters to decision makers, and taking legal action. Our mission is to protect, restore, and sustain Washington’s environment for all.
By effectively combining the policy know-how of WEC with the political know-how 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 40 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 in a hybrid remote basis.
We offer competitive salaries, good benefits, and the opportunity to make a difference. We are committed to a representative, socially just, and welcoming work environment–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 citizen of the Confederated Tribe of Warm Springs, Oregon.
- 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.
- 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.
- 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 & 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.
- 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
Compensation and Benefits
This is a full time, non-exempt position with a salary range of $46K to $50K depending on experience. We also offer a generous benefits package including 100 % employer paid medical, dental insurance, 401k plan and organizational match of up to 3% of your annual salary, a flexible spending account, paid vacation and sick leave, 12 paid holidays plus four floating wellness days per year, an unlimited ORCA transit pass (upon return to the office), professional development, 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 and environmental justice in Washington.
Working Conditions and Physical Demands
This job requires frequent sitting. Must be able to conduct business in English, though fluency in other languages is welcomed. For remote work, employees must maintain a workspace with an internet connection where they can reliably perform work during scheduled work hours. Reasonable accommodations may be made to enable individuals with different abilities to perform functions essential to the duties of the position.
Washington Conservation Voters and Washington Environmental Council is a unionized employer represented by Communications Workers of America Local 7800. This is a represented position.
The organization follows all requirements of local health authorities. We are currently working in hybrid remote mode with some staff coming to the office voluntarily. We maintain strict safety protocols while in our office. All staff who come to the office must be fully immunized against COVID-19.
Please fill out the application form linked here. No phone calls or mailed applications please. This position is open until filled.
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.