Administrative Associate

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 participant in an agile, collaborative team? The Administrative Associate primarily provides day-to-day bookkeeping for our 501c3 organization. They are a valued member of a five-person Administrative Team with opportunities to work both collaboratively and independently on their own responsibilities.

Washington Conservation Action Education Fund (WCAEF) is looking for an Administrative Associate with 1-3 years of experience who understands non-profit accounting principles. This position reports to the HR & Administrative Manager and works closely with the Washington Conservation Action (WCA) Administrative Associate, the HR Director, and the VP of Administration. This is a hybrid position requiring 40% of the time in the downtown Seattle office for in-office work such as depositing checks.

Washington Conservation Action is a statewide environmental advocacy organization that advances environmental policies and pushes for actions that equitably address climate pollution, restore Puget Sound, sustain our state’s forests, and protect our democracy. For Washington to remain a national leader on environmental issues, we need environmental champions in elected office and to hold our leaders accountable. To keep our environment protected, healthy, and vibrant, we are committed to supporting Native candidates, candidates of color, and environmental leaders seeking election.

In January 2023, Washington Conservation Voters and Washington Environmental council unified under a shared brand—Washington Conservation Action. This evolution as organizations builds on our 50 years of work and our history of bringing people together to solve Washington’s most critical environmental issues. We develop, advocate, and defend policies that ensure environmental progress and justice by centering and amplifying the voices of the most impacted communities. Washington Conservation Action is a 501(c4) organization. Washington Conservation Action Education Fund is our 501(c3) partner organization. Together, we advance a shared vision for a Washington state where nature and people live in balance for the flourishing of all.

Washington Conservation Action is based in downtown Seattle. Our team of nearly 50 works in a flexible hybrid model, with staff in the office two days a week for collaboration and celebration. All staff members have access to tools and systems to support hybrid work. We offer competitive salaries, excellent benefits, and the opportunity to make a difference. We are committed to a diverse, 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 Tribes Warm Springs, Oregon.

Responsibilities

The WCAEF Administrative Associate is responsible for the day-to-day bookkeeping functions for WCA Ed Fund, completing tasks such as bill payment and donation data entry to ensure our books are accurate. In addition, they will assist with HR processes and other confidential functions, including attending board of directors’ meetings and taking minutes. They are responsible for assisting staff and visitors, and creating a positive, inclusive first impression with all who visit our office.

Bookkeeping (75%)

• Lead WCAEF bookkeeping processes—including timely bill payment, union dues & deductions processing, deposit data entry, payroll tasks, month-end closing and credit card reconciliations.
• Generating QuickBooks reports for programs, board of directors, and fundraising staff.
• Work with WCA 501c4 bookkeeper to ensure timely and accurate cross-organizational financial transactions.
• Submit bi-monthly payroll and resolve any payroll related issues.
• Submit quarterly taxes to state agencies.
• Work under supervision of VP of Administration to complete annual financial audit and IRS form 990 with auditors.
• Other bookkeeping tasks such as tracking bank balances and upcoming expenses and assisting with financial reports for CEO, Board of Directors, grants and other purposes as needed.
• Resolve bookkeeping anomalies in keeping with Generally Accepted Accounting Principles (GAAP) standards.
• 401k match data collection and execution.

Administrative (20%)

• Filing and maintaining security of employee and financial documents, including tracking of employee timesheets, benefits, banking, and other duties as needed.
• Attend and take minutes at WCA Board and Executive Committee meetings.
• Support onboarding with trainings in Rippling (our Human Resources Information System) and the staff reimbursement process.

Organizational (5%)

• Maintain positive working relationships with interns, contractors and vendors.
• Actively participate in an organizational Racial Equity work group.
• Support Development staff with fundraising events by attending and helping with setup and follow up as needed.
• Support the logistical planning for organizational retreats, staff meetings, gatherings, or trainings for both board and staff.
• Updating internal documents (like Admin FAQ) and communicating with our staff about relevant procedural changes or upcoming deadlines.
• Other duties as assigned as the organization evolves.

Requirements

• Nonprofit bookkeeping experience, Quickbooks experience preferred.
• Ability to manage several projects at one time and see them to completion.
• Ability to quickly reprioritize according to emergent demands.
• Attention to detail and highly organized. Must be great at following up on tasks.
• Communicative, collaborative, proactive and self-directed; must be willing to step up when necessary to share the Admin Team workload.
• Friendly and sociable as this position will interact directly with first time visitors of the organization.
• Ability to use discretion with confidential matters and always be respectful of others.
• Commitment to ongoing anti-racist learning and applying an environmental justice lens to our work.
• Ability to come to the downtown Seattle office on a predictable twice-weekly schedule.

Desirable Skills

• Experience working with nonprofit fundraising staff.
• Experience interacting with volunteers or interns.
• Familiarity with Salesforce database.
• Familiarity with Microsoft Office suite, especially Excel.
• Enthusiasm for learning and using online tools such as, Zoom, Doodle Poll, SignUpGenius, Slack, Salesforce, Rippling, and Box.

Compensation and Benefits

This is a full time, non-exempt position with a salary of $56,000. We also offer 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, four weeks of paid vacation and additional sick leave, thirteen paid holidays per year, six of which are used at the employee’s discretion, an unlimited ORCA transit pass for those in the Puget Sound region, professional development, and if you work for five 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.

Location Information

This position is hybrid with a minimum of 40% of time in the Seattle office. A hybrid remote agreement is required.

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.

COVID-19

The organization follows all requirements of local health authorities. We work in a hybrid remote work model with staff working from home in addition to in-office time for collaboration and celebration. We maintain strict safety protocols while in our office. All staff who come to the office must be fully immunized against COVID-19.