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Administrative Assistant/Bookkeeper

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Church World Service

Sep 14

  • Job
    Full-time
    Junior Level
  • People, HR & Administration
    Accounting & Tax
  • Indianapolis

AI generated summary

  • You need a bachelor’s in accounting, 2 years in finance, familiarity with nonprofit accounting, and strong skills in Excel, QuickBooks, and office management in a multicultural setting.
  • You will manage office logistics, assist with staff onboarding, oversee IT support, handle financial tracking in QuickBooks, and support budget preparation while ensuring compliance with policies.

Requirements

  • Qualifications:
  • Bachelor's degree in accounting or similar degree
  • Minimum of 2 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.
  • Strong computer skills, including proficiency in Microsoft Office (Outlook, Excel, and Word), QuickBooks, and internet applications
  • Ability to work in a multi-cultural environment
  • Effective communication, organizational, and time management skills
  • Ability to give close attention to detail

Responsibilities

  • Responsible for all administrative and logistics duties aimed at ensuring smooth office operations
  • Purchase office supplies and equipment and maintain a proper stock level
  • Maintain communication with CWS Elkhart and completes requests for staff technology, including computers, cell phones, credit cards, store accounts, etc.
  • Oversee IT support in coordination with CWS Headquarters, assuring all employee computers and technology are functional and up to date
  • Oversee the maintenance of CWS-owned or leased vehicles and maintain communication with CWS Elkhart to keep a current list of approved drivers
  • Assist Site Director in reviewing and updating job descriptions for existing and new positions
  • Maintain updated flowchart for office
  • In consultation with the Site Director, update and maintain office security protocol, including training staff on building security and issuing keys for the office
  • Facilitate all new staff paperwork, on-boarding of new staff, and new staff orientation
  • Ensure standardized training plan for new staff is up to date and track staff attendance at training
  • Manage all staff exit paperwork
  • Review lease and all associated documents with the Site Director and property owner and ensure timely processing of rent payment and maintenance requests
  • Help plan and facilitate monthly all-staff meetings
  • Assist Site Director in drafting and updating office policies and ensure staff compliance with them
  • Other duties as assigned
  • Work closely with the Site Director and CWS general accounting office in Elkhart, IN
  • Processes weekly check requests for direct aid disbursements to CWS clients and tracks direct aid expenditures in QuickBooks
  • 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
  • Files hard copies of all financial documents, then annually removes older files for storage in the CWS storage area and tracks them for shredding
  • If needed, prepares monthly invoices for reimbursement of funds, and submits to program funders
  • Prepares a spreadsheet for tracking budget vs. actual monthly. This involves monitoring each individual grant for overages or shortages
  • Monthly, under recommendation of the Site Director, makes allocations and reallocations of staff salaries as well as adjustments to the actual general ledger line items. Tracks staff FTE allocations for each program
  • Assists Site Director in the preparation of the organizational budget and individual grant budgets. When necessary, prepares budget revision requests and sends them to the appropriate grantor
  • Other duties as assigned

FAQs

What is the job title for this position?

The job title is Administrative Assistant/Bookkeeper.

How many days a week is this position?

This is a part-time job, requiring work for 3 days a week.

What are the primary responsibilities of the Administrative Assistant/Bookkeeper?

The primary responsibilities include supporting daily operations, office administration, human resources, accounting, and financial bookkeeping support.

What educational qualifications are required for this position?

A Bachelor's degree in accounting or a similar field is required.

How much work experience is necessary for this role?

A minimum of 2 years of work experience in accounting or finance is required, along with at least one year of office management and human resources experience encouraged.

What software proficiency is expected for this role?

Proficiency in Microsoft Office (Outlook, Excel, and Word), QuickBooks, and internet applications is expected.

Are there specific skills that are advantageous for this position?

Yes, strong communication, organizational, and time management skills, along with attention to detail, are advantageous for this position.

What benefits are offered to employees in this role?

Benefits include a 403(b) retirement plan, medical, dental, and vision insurance, generous paid time off, holidays, sick days, life insurance, disability insurance, an employee assistance program, and flexible spending accounts.

Is there a familiarity requirement with non-profit accounting?

Yes, familiarity with non-profit accounting, budgeting, and tracking financials in Microsoft Excel is essential.

How does the position contribute to the mission of CWS?

The position supports daily operations that help CWS effectively assist refugees, asylees, and communities in need, ultimately contributing to CWS's mission to provide food, voice, and a safe place to call home for everyone.

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Church World Service

Our vision is a world where everyone has food, voice and a safe place to call home.

Government
Industry
501-1000
Employees
1946
Founded Year

Mission & Purpose

Church World Service is a faith-based organization transforming communities around the globe through just and sustainable responses to hunger, poverty, displacement and disaster. CWS was born in 1946 in the aftermath of World War II. Now, more than 75 years later, CWS works across Asia, Africa, Europe and the Middle East, Latin America and the Caribbean and North America to help build a world where everyone has food, a voice and a safe place to call home.