Administrative Specialist

The administrative specialist position is a full-time, non-exempt position at the Rogue River Watershed Council (RRWC). In this position, you will contribute to our successful organization by helping the Executive Director manage business operations. Duties include, but are not limited to, (a) enter accounting transactions, (b) track donation, grant, and contract income and expenses, (c) assist with payroll, (d) provide year-end reports for federal and state tax returns, (e) support during financial audits, (f) prepare reports and information packets for the Board of Director and committee meetings, (g) assist with special event planning and execution, and (h) maintain office equipment and inventories of equipment and supplies.

Under the general direction of the Executive Director the Administrative Specialist will be responsible for performing the following activities:

Non-profit Accounting:

• Using QuickBooks:
  • • Process Accounts Payable and Receivable
    • Payroll support: reconcile payroll in QuickBooks based on reports from payroll service provider
    • Prepare monthly financial reports for ED and Board of Directors
    • Ensure accuracy of accounting records
    • Reconcile bank and credit card statements
• Track expenditures by funding sources
• Track cash and in-kind donations
• Generate financial reports and reimbursement (or payment) requests to grantors/ funders
• Track income by funding sources
• Assist with the timely financial reports to federal, state, county, and private funders
• Prepare documents for annual fiscal year tax preparation, compilation reports, and periodic audits
• Assist with organizational budget development and provide guidance on project and grant budget development
• Maintain internal accounting controls
• Other financial duties as assigned

Office Management:

• Maintain office equipment, track and order supplies, record retention, retrieval, and disposal consistent with policies,
• Serve as point of contact and basic troubleshooting assistance for information technology support
• Assist with policy and procedures documentation and revisions and develop and document standard procedures
• Provide office reception: receive and respond to telephone calls, mail, and email and direct public inquiries to other staff
• Assist in coordinating Board of Director meetings: reserve meeting rooms, set up meeting room, distribute meeting packet, develop meeting minutes, assist in arranging refreshments or meals (when needed)

Additional Support:

• Provide fiscal management support for Rogue River Watershed Council programs
• Assist in maintaining data base for donors, sponsors, volunteers, and partners
• Prepare donor acknowledgements and assist in preparing fundraiser mailings
• Assist implementing special events
• Additional responsibilities may be assigned

RRWC is interested in finding the best candidate to fill this position, and that candidate may come from a non-traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective, and through. We encourage you to apply even if you do not believe that you meet every one of the qualifications described below. You will be encouraged to address how your professional and lived experience, scholarship, teaching, mentorship, and service contributes to this position and the RRWC during the application process. 

We are looking for the following qualitfications and desired characteristics:

• Experience working in/ with non-profit organizations
• Knowledge and proficiency in QuickBooks (ideally desktop and online)
• Three or more years of bookkeeping or small business management
• Knowledge of standard accounting procedures and reporting
• Post-secondary training in accounting/ bookkeeping and familiarity with non-profit accounting principles (a degree in accounting or similar is beneficial)
• Experience with grant funding, contract funding, and donations
• Computer software proficiency with Microsoft Office, Adobe, and Google Suite
• Familiarity with Client Relations Management software (ideally Little Green Light)
• Ability to communicate (verbal and written) effectively
• Ability to work in a collaborative environment effectively and with a positive outlook
• Self-directed, organized, detail-oriented with a high level of accuracy
• Ability to manage multiple tasks and activities on a daily basis, often at a fast pace
• Effective time management
• Desire to learn, innovate, and research/ create (and try out) new approaches