Executive Assistant

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Working closely with Executive Director, managing tasks small and large, open-ended or specific, doing research to find the best deals, answering emails and client service, logistics for meetings, events, including online/virtual meetings, coordinating mailing/shipping, setting up and managing project plans. Accurately and timely performs bookkeeping and payroll functions for the organization. Excellent time management skills to juggle multiple projects, daily, weekly and monthly deadlines, and an always changing assortment of time sensitive projects.

(Includes the following though other duties may be assigned)

• Assists in the financial affairs of the organization to ensure accurate flow and management of financial records.
• Performs a variety of financial and clerical tasks to assist other management staff and the general public with accounting related activities.
• In accordance with generally accepted accounting principles and procedures, maintains a general accounting and financial records system for the organization.
• Processes requisitions, payments, receipts and other necessary accounting activities, which may include accounts receivable and payable, bank deposits.
• Accurately tracking and timely submission of restricted grant programs with funders

• Acts with the highest ethical standards, treating others fairly & with respect.
• Completes payroll hours and information for processing semi-monthly; monitors, reports and alerts staff regarding Earned Leave and holidays;
• Works with management team to provide administrative support and complete regular and special projects.
• Works with insurance providers to ensure preferred coverage at a reasonable cost; conducts annual open enrollment.
• Administers the insurance and benefits program.
• Manages the risk management and insurance policies and coverage
• Completes and submits reports (insurance, worker’s compensation, state/federal taxes, etc.) in a timely fashion
• Works directly with Executive Director to assist in ensuring organizational policies are in compliance with regulations and/or grant funding.
• Maintains timely reporting and filing human resources forms in personnel files and required regulatory submissions.
• Assists in preparation of various monthly reports for all departments for the board meetings in preparation of the board packet.
• Documents and maintains a record of all board meetings.
• Maintains accurate and legal compliance according to Bureau of Labor and Industry
• Ensures the organization maintains required postings
• Employee handbook is updated as needed
• Maintains and updates Human Resource policies in compliance with regulations
• Responds to unemployment claims in a timely manner.

• Accurately tracks the allocation of restricted funding from designated sources;
• Prepares necessary financial information for grant submissions or reports as requested by Director of Philanthropy;
• Assists in donor data and accounting reconciliation.

• Demonstrates capacity to serve diverse people in a culturally sensitive and non-discriminatory manner.
• Sets and models high standards of honesty, integrity, and ethical behavior;
• Acts with a sense of reasoned urgency;
• Is adaptable and flexible and deals effectively with uncertainty;
• Represents self well with both internal and external customers in day-to-day interactions;
• Demonstrates effective and professional written and interpersonal communications skills;
• Deals effectively with conflict and works toward positive resolution; and
• Instills positive optimistic attitude in the staff and communicates a sense of mission to team.

• At least five years experience in Quick Books preferred.
• Demonstrated ability to work independently. Ability to appropriately assess a situation and take corrective action as necessary.
• Knowledge of services available to low-income and homeless persons in Deschutes County through Bethlehem Inn and other agencies or the demonstrated ability to obtain such knowledge and connect to community partners.
• Ability to write and speak clearly and concisely.
• High degree of…