Financial / Administrative Assistant – School’s Out Washington – Seattle, WA

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.

Position Summary
The Financial and Administrative Assistant provides financial and administrative support functions to SOWA and provides grant support to the Refugee School Impact Grant Director. This position is a member of the Accounting Team.

Reports to: Director of Finance and Operations

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;

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;

Reconcile or note and report discrepancies found in records;

Manage fiscal tools to monitor and track revenue/expenses across databases;

Assist in coordinating fiscal and calendar year transitions for entrepreneurial activities including fiscal, grant and funding files;

Enter and update records in database and create reports from database as required;

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;

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;

Calculate, prepare, and issue invoices, account statements, and other financial statements according to established procedures;

Calculate and prepare checks for utilities, taxes, and other payments;

Complete and submit tax forms and returns, and other government documents; and,

In coordination with the Program Quality Administrative Assistant, maintain inventory records.

Refugee School Impact Grant Support

Work with district-community partnerships and subcontractors to ensure timely submission of paperwork;

Organize and file district paperwork;

Prepare district and RSIG payments;

Assist in tracking RSIG expenses and other fiscal RSIG records;

Enter eligibility and evaluation data from district-community partnerships;

Compile narrative and statistical data for federal reports;

Support federal grant application preparations;

Provide support with financial, A-133, state and federal audits; and

Organize RSIG events (e.g. logistics and communications with partner agencies).

General Office Support

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 and supporting hiring process as needed;

Enter records in database and produces mailing lists and rosters from the database;

Manage and replenish petty cash;

Maintain filing systems and performs record-keeping duties;

Compose correspondence and other written materials as assigned; and

Coordinate packing of conference materials and office supplies to be transported to conference venue.

Other Responsibilities

Address racism, sexism, heterosexism and other discriminatory practices;

Work toward racial equity through undoing institutional and structural racism.

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;

Answer telephone, respond to requests for information and resources and make referrals to outside resources;

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;

Ability to conduct internet research;

Experience working in and/or living in diverse communities preferred;

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;

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, collaboration/partnership, achieving measureable results, racial equity and social justice advocacy.

Hours and benefits

40 hours per week, Monday-Friday

Salary: $17.00-$20.00, DOE

Fair Labor Standards Act (FLSA) Classification: Non-exempt

Generous Benefit Package: including medical, dental, vision, long-term disability and Paid Time Off policy.

Closing Date: October 6 by 5 pm or until filled.

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, and LGBTQ individuals are encouraged to apply.

How to apply

Interested candidates should submit a resume and cover letter to: with

“Financial and Administrative Assistant” in the subject line, or send to:

Financial and Administrative Assistant search

School’s Out Washington

801 23rd Avenue S., Suite A

Seattle, WA 98144

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