Position Title Executive Assistant
Location Family Promise Office(s)
Reports to Executive Director
Employment Status 3/4 Time, Non-exempt up to 30 hours per week
Compensation Range $18.00-20.00 hourly, DOE
Schedule Monday-Friday, 6 hours flexible schedule
Position Summary
This position is responsible for assisting Director with multiple administrative and fiscal process tasks, such as data entry, payroll functions, financial data entry and filing, grant applications and reports, monitoring company email and telephones and community engagement marketing functions.
Financial Processes 30%
Follow all financial and internal control policies & procedures.
Complete accounts receivables process for all income received.
Prepare all received income for bank deposit.
Deposit all funds into designated bank account weekly.
Process all accounts payable, invoices, PO’s, etc for approval and payment.
Perform bank reconciliation of all accounts by the 10th of the following month.
Transfer funds and reconcile all online giving platforms, monthly.
Reconcile credit card receipts to statement each month.
Reconcile gift cards received and distributed report monthly.
Reconcile petty cash monthly.
Assist in completion of grant draws monthly—gather items for grant draw requests, expenditures, timecards, etc.
Record employee timecards into Quickbooks Online Payroll program twice monthly for verification and submission.
Complete all monthly filing of financial records and other admin files.
Assist in completion of monthly financial reports for board review.
Assist in preparation of annual budget.
Assist program staff in staying updated on program budgets.
Assist with audit preparation and process
Donation/Donor Management 15%
Maintain agency donor database utilizing QuickBooks.
Log, track and copy financial contributions received
Create thank you notes, receipts and reports of all donations.
Send tax statements to donors as requested.
Prepare monthly donation reports—contributions, in-kind items received & distributed.
Assist in preparation and distribution of annual donor appeal letter.
Data Entry & Management 20%
Maintain agency data spreadsheets,
Maintain client records in FPP databases and required HMIS programs.
Assist in filing documents in program client files.
Assist in completion of affiliate reports, including annual census, contacts list and others.
Maintain grant database.
Complete historical data entry projects.
Transportation Services 10%
Maintain transportation schedule for program family needs & communicate to drivers.
Make additions/edits to transportation schedule on the agency calendar as needed.
Maintain FPP vehicle maintenance schedule, tab renewals, tires changes, records, etc
Oversee driving staff
Administrative/Program Functions 25%
Create monthly On-Call rotation schedule.
Assist ED in scheduling day center cleaning, snow removal and lawn care.
Check FPP PO Boxes as requested.
Monitor agency “Info” email and company calendar.
Complete agency filing monthly: financial, grants, government agency, client files.
Attend organization’s special events and fundraisers.
Attend volunteer, board, staff and community meetings as directed.
Perform routine office/clerical and cleaning duties as required.
Assist Director in community engagement activities.
Monitor and post FPP activities on Social media platforms as requested.
Assist with Newsletter creation, mass email templates and other FPP literature.
Update FPP website as requested.
Assist program staff as requested.
Comply with all policies and procedures of Family Promise of the Palouse
Complete continuing education/training program goals regularly.
On-Call shifts as scheduled
Other duties/projects as assigned
Preferred Qualifications
Business, office or financial education, experience or relevant combination.
Two years of experience in a social service or office setting.
Two years of experience with Quickbooks Online or Desktop; payroll experience.
Understanding and proficiency in using various software programs including Microsoft office.
Demonstrate good judgment and decision-making skills; have a strong work ethic and compassion for other; be enthusiastic, creative, and flexible.
Exceptional verbal and written communication skills.
Ability to effectively set boundaries in client relations, with volunteers in the office, and in the host congregations.
Ability to effectively maintain confidentiality regarding client information, human resources & payroll.
Drivers license
Ability to be bonded for Notary Public service