Administrative Assistant - Accounting Department

Administrative Assistant H. T. Harvey & Associates, an ecological consulting firm based in the San Francisco Bay Area, is seeking a detail-oriented and proactive administrative assistant to support our accounting team. This part-time, in-office role is approximately 60% time (up to 25 hours/week). This is a temporary role through July 31, with the possibility of becoming permanent based on organizational needs. The anticipated pay range is $21.00 - $25.75 per hour depending on experience. Employees working at least 50% of the time are eligible for pro-rated benefits, including exceptional health coverage. H. T. Harvey & Associates is an ecological consulting firm based in the San Francisco Bay Area, with more than 80 people working out of our Los Gatos, Fresno, Folsom, Arcata, and Hawaii offices, as well as remotely. We have been cultivating excellence in our staff in pursuit of our mission to create ecologically sound solutions to our clients' complex natural resource challenges for more than 50 years. Our core areas of expertise are wildlife ecology, plant ecology, aquatic ecology, restoration ecology, and landscape architecture. The accounting group, currently three staff, soon to be four, is part of our business management team and values efficiency, accuracy, teamwork, and a healthy work-life balance. Position Summary Reporting to the Accounting Manager, this new role provides essential administrative and clerical support to ensure smooth daily operations. This role involves both independent work and collaboration with accounting staff and other departments. In-person presence in the Los Gatos office is required 5-6 hours/day, Monday through Friday (four days per week may be considered). Work includes, but is not limited to: Monitoring high-volume shared email inboxes Organizing and maintaining electronic filing systems Data entry and document management Client collection emails and calls Assisting with communication, coordination, and process improvements Responding to routine and unexpected tasks requiring clear, timely communication Ideal Candidate Profile You thrive in a role that blends routine responsibilities with occasional surprises. You enjoy supporting others, taking pride in accuracy, and staying organized. Key Competencies Consistent adherence to procedures Proactive approach to gathering information Strong organizational skills Excellent listening and clear writing abilities Ability to maintain confidentiality Required Qualifications Prior administrative or support experience Strong proficiency with spreadsheets, word processing, and digital communication tools Accurate typing and 10-key skills Hold a valid driver's license with no major traffic violations or multiple minor violations We welcome applicants from diverse administrative backgrounds, including career changers, individuals returning to the workforce, and those with relevant military training. If you meet most requirements, we encourage you to apply. How to Apply Your cover letter is an essential part of your application. Please include the following in your cover letter: How you stay organized Your favorite past role and why, or what you value in a manager Confirmation of your availability to work onsite 5-6 hours per day (Monday Friday) between 7 a.m. and 4 p.m. Combine your cover letter and resume into one file. Applications without a cover letter addressing these items will not be reviewed. Employment Package, Benefits, and Work Culture We strive to support employees' career goals and their health and wellness. Our employment package includes a competitive salary and a generous benefits package. Health insurance H. T. Harvey & Associates has always placed a strong emphasis on employee health and wellness. At the center of these offerings is our top-notch medical coverage (Cigna PPO and Kaiser Permanente HMO plans) along with Health Savings Account (HSA), Flexible Spending Account (FSA), and Health Reimbursement Account (HRA) options. For full-time employees who opt in to one of our plans, we cover 100% of the premiums for that employee. Additional options include 50% premium coverage for spouses, domestic partners, and children. The package also includes dental and vision coverage at no cost to the employee. Pro-rated plan options are available for those who work at least 50% time. Retirement benefits We offer 401(k) and Roth 401(k) plans with a 33% employer match. This includes a 401(k) and Roth 401(k) catch up plan that also has an employer match. The plan offers approximately 50 fund choices including a notable number of socially responsible investment fund options. Paid time off We observe 9 company holidays, including Martin Luther King, Jr. Day for voluntary participation in a National Day of Service. Additionally, employees accrue paid vacation / personal and sick leave time. Professional development In addition to having a core value of ongoing development of scientific and professional expertise, we support participation in external training and certification programs, attendance at conferences and workshops, and membership in and engagement with scientific and professional associations. H. T. Harvey & Associates is an Equal Employment Opportunity employer. We do not discriminate based on race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by law. We encourage people of all backgrounds and abilities to apply.