Church World Service

Whether you're in our U.S.-based offices supporting refugees, asylees or unaccompanied children. Maintain communications as needed with CWS Mid-Atlantic and Headquarter offices and complete requests for staff technology, including orders and needed re-programming for computers, cell phones, credit cards, store accounts, etc.. In consultation with the Site Director, update and maintain office security protocol, including training staff on building security. Work closely with the Site Director, CWS Mid Atlantic Finance Director & Mid Atlantic financial staff members, and with CWS accounting staff in Elkhart, IN. Familiarity with non-profit accounting, budgeting, and tracking financials in Microsoft Excel is essential.

administrative assistant bookkeeper

Imagine waking up every morning with the chance to change someone's life. Imagine knowing your efforts will benefit both your career and our neighbors around the world. At CWS, our team knows they are making a difference every day. Whether you're in our U.S.-based offices supporting refugees, asylees or unaccompanied children ... implementing hygiene initiatives in Cambodia or rebuilding projects in Central America ... or even connecting remotely from your home on fundraising campaigns, grant reports, or critical communications - you have the opportunity to work towards a world where everyone has food, a voice and a safe place to call home. Purpose The Administrative Assistant/bookkeeper assists the Site Director in the DC office in the daily operations, including office administration, human resources, accounting, and financial bookkeeping support. Responsibilities Administrative/Human Resources: <ul><li>Responsible for all administrative and logistics duties aimed at ensuring smooth office operations</li><li>Purchase office supplies and equipment and maintain a proper stock level</li><li>Maintain communications as needed with CWS Mid-Atlantic and Headquarter offices and complete requests for staff technology, including orders and needed re-programming for computers, cell phones, credit cards, store accounts, etc.</li><li>Oversee IT support in coordination with CWS Headquarters, assuring all employee computers and technology are functional and up to date</li><li>Assist Site Director in reviewing and updating job descriptions for existing and new positions</li><li>Assist Site Director & staff in organization for office HSPRS events & partner contacts</li><li>Maintain updated flowchart for office</li><li>In consultation with the Site Director, update and maintain office security protocol, including training staff on building security</li><li>Facilitate new staff paperwork and preparations, assist with on-boarding of new staff, and new staff orientation as requested by office Site Director</li><li>Ensure standardized training plan for new staff is up to date and track staff completion of trainings</li><li>Manage staff exit paperwork</li><li>Review lease and all associated documents with the Site Director and property owner and ensure timely processing of rent payment and maintenance requests</li><li>Help plan and facilitate all-staff meetings as requested by Site Director</li><li>Assist Site Director in drafting and updating office policies and ensure staff compliance with them</li><li>Other duties as assigned </li></ul>Accounting/Financial Bookkeeping <ul><li>Work closely with the Site Director, CWS Mid Atlantic Finance Director & Mid Atlantic financial staff members, and with CWS accounting staff in Elkhart, IN</li><li>Learn and apply CWS Sylogist system financial practices for use by the DC office</li><li>Process staff expenses for reimbursement in a timely way, and at least monthly</li><li>Support DC staff to complete credit card documentation and submit timely reports </li><li>As needed, process donations and honorarium amounts through proper CWS channels</li><li>When applicable, issue check requests for disbursements to CWS clients and tracks direct aid expenditures in QuickBooks</li><li>In coordination with the Site Director, ensure proper disbursement of petty cash requests, periodically reconciles petty cash balance, and requests checks for petty cash replenishment</li><li>File hard copies of all financial documents, then remove older files for storage or shredding when and as instructed</li><li>Submit expenses and reports as needed to program funders</li><li>Prepare a spreadsheet for tracking budget vs. actual monthly. This involves monitoring each individual grant for overages or shortages</li><li>Monthly, under recommendation of the Site Director, make allocations and reallocations of staff salaries as well as adjustments to the actual general ledger line items. Tracks staff FTE allocations for each program</li><li>Assist Site Director in the preparation of the organizational budget and individual grant budgets. When necessary, prepare budget revision requests and sends them to the appropriate grantor</li><li>Other duties as assigned </li></ul>Education Qualifications Bachelor's degree in accounting, management, or similar degree Experience Minimum of three (3) years work experience in accounting or finance. Must be familiar with general ledger, double-entry accounting, bookkeeping, and journal entries. Familiarity with non-profit accounting, budgeting, and tracking financials in Microsoft Excel is essential. Additionally, a minimum of one (1) year in office management and human resources is strongly encouraged. Other Skills <ul><li>Strong computer skills, including proficiency in Microsoft Office (Outlook, Excel, and Word), QuickBooks, and internet applications</li><li>Ability to work in a multi-cultural environment</li><li>Effective communication and time management skills</li><li>Ability to give close attention to detail, and excellent organizational skills </li></ul>Special Requirements Spanish-English bi-lingual fluency is preferred. Benefits CWS offers a competitive benefits package that includes: <ul><li> 403 (b) Retirement Plan</li><li> Medical, Dental and Vision Insurance</li><li> Generous Paid Time Off (21 Paid Days Off; 27 Days after 2 Years)</li><li> 14 Official Holidays</li><li> Sick Time Off (12 Accrued monthly)</li><li> Life Insurance and AD&D</li><li> Long Term and Short-Term Disability</li><li> Employee Assistance Program (EAP)</li><li> Health Savings Account</li><li> Flexible Spending Accounts</li><li> Commuter Benefits</li></ul>

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