JOB DESCRIPTION: The position ensures the integrity of the organizations finances, and works principally with ESW staff, the finance committee, and the board of directors; and works occasionally with member organizations and those who coordinate workplace giving programs. The role also supports operations, HR and administrative areas of EarthShare Washington.
AREAS OF RESPONSIBILITY
Financial operations / bookkeeping (35%)
Record ESW financial transactions in an accurate and timely manner using QuickBooks.
Reconcile cash receipts and make deposits to the bank frequently enough to keep a minimum amount of cash and checks in the office at all times.
Post bills, bill payments, and receipts to appropriate accounts, funders, and programs in the ESW accounting system in a timely enough manner to meet the financial reporting needs and schedule of the ESW staff, finance committee, board, funders, and external agencies.
Receive and pay all bills on time.
Process payroll in a timely and accurate manner in accordance with ESW policies.
Prepare and post monthly accrual journal entries as required.
Maintain minimum balance in ESW accounts to meet current and anticipated obligations. Alert Executive Director of any anticipated cash shortfalls.
Prepare monthly financial reports (statement of activities, balance sheet, cash flow projections) for the executive director, and periodic reports for the finance committee and board of directors.
Ensure that ESW remains in compliance with and laws regarding government taxes and licenses.
Prepare all local, state, and federal business and payroll tax reports – excluding IRS Form 990 – accurately and on time.
Prepare and file the appropriate annual forms with government agencies (e.g., municipal and state).
Work with external auditor on annual financial audit and preparation of Form 990.
Document and comply with Earth Share’s Affiliations Agreement as it pertains to financial matters.
Database management (40% of time)
Manage ESW’s donor database.
Track and record annual workplace giving campaign results.
Process workplace campaign payments, or manage the process performed by others.
Reconcile quarterly distribution data.
Prepare quarterly distribution reports for member organizations.
Track and reconcile annual dues owed to ESW by member agencies. Prepare and post required adjustments to ensure accuracy of dues amounts owed to ESW.
Process quarterly payments and notify agencies eligible for distributions.
Reconcile Andar distribution data with QuickBooks. Prepare and post general journal entries as required.
Prepare quarterly updates to ESW staff regarding campaign pledges received and outstanding.
Prepare annual campaign pledge summary.
Serve as internal database resource for ESW staff: assist in data reports as needed.
Office Management & Administrative Duties (20% of time)
Proactively anticipate the needs of ESW; ability to multi-task, be detail-oriented, and problem solve in order to effectively deal with internal and external situations.
Ensure an efficient and effective office environment, including maintaining central filing system, stocking organizational supplies, and maintaining office machinery.
Handle confidential and non-routine information with sensitivity.
Assist with workplace campaign communication, paperwork, mailings and activities as needed.
Assist with development activities including mailings, events, and presentations.
Provide administrative support for Board meetings and activities.
Serve as a liaison with building management.
Perform other duties as required by the organization.
Personnel Support(5% of time)
Payroll Management and program timekeeping
Manage benefits packages including individual health care, retirement and transportation benefit plans.
Maintain up-to-date personnel files.
Assist with the hiring and integration of new employees.
Qualifications
3-5 years financial/bookkeeping experience, with an understanding of not-for-profit accounting (GAAP Basis).
High proficiency in MS Office (particularly Excel) and Quickbooks.
Deep understanding of databases, experience with ANDAR by Helix a plus but not required.
Highly organized, efficient and detail oriented.
Must have the desire to positively impact the organization.
Strong commitment to the environment.
Conditions of Position: 20 hours per week, with flexible hours during the work week, reports to Executive Director.
Position is open until filled – first consideration will be given to applications received by August 14, 2015.
EarthShare Washington (ESW) is an Equal Opportunity Employer that values diversity in all areas of its operations. ESW affirms that its governing policies and procedures for hiring, membership, and provisions of services comply fully with all applicable laws and regulations concerning nondiscriminatory employment practices. It is ESW’s policy to not discriminate because of a person’s gender, race, color, religion, national origin, political ideology, age, marital status, disability, sexual orientation, gender identity, honorably discharged veteran or military status, or any other legally protected status. EarthShare Washington looks to all staff to contribute to the effective implementation of programmatic activities and the successful growth of the organization.
How to apply
Interested candidates should send a cover letter, resume, and at least three references to info@esw.org. Please place “Finance & Administrative Manager” in the subject line and label the cover letter and resume with your last name. NO PHONE CALLS PLEASE. Due to the large number of applicants, only successful candidates will be contacted.