Finance and administrative associate

Job Summary

The Finance and Administrative Associate will report to the Director of Finance and will be responsible for maintaining financial compliance and carrying out administrative duties relating to accounting, budgeting, auditing and employee benefits. Furthermore, the Finance and Administrative Associate will be responsible for helping the Institute grow its administrative functions as it grows in capacity and complexity.

While the Director of Finance will maintain oversight of the entire financial and administrative functions and retain decision and approval authority, the Finance and Administrative Associate will be responsible for carrying out many of the actual duties and tasks.

The Finance and Administrative Associate is responsible for generating financial projections, and in collaboration with the development department, updating these using actual revenue data. This role also requires working closely with support staff and contractors.

The Finance and Administrative Associate is also responsible for overseeing the efficient running of the accounts payable and receivable functions and working with the bookkeeping vendor to anticipate necessary changes to the schedule of accounts and procedures.

Preference will be given to applicants who possess competent accounting, financial and administrative skills, and identify with the Grassroot Institute of Hawaii’s core principles of individual liberty, economic freedom and limited, accountable government.

The Grassroot Institute of Hawaii is a 501(c)3 nonprofit policy research organization that seeks to educate people about the principles of individual liberty, economic freedom and accountable government.

• Help develop and implement the annual organizational budget based on departmental priorities and resources required.
• Support the Director of Finance in producing any reports or presentations needed for leadership and board.
• Work closely with the Director of Finance to review cash flow position and investment performance for long-term stability.
• Serve as project manager on and coordinate with the CPA to timely complete the annual audit and ensure timely submission of tax forms.
• Ensure timely submission of compliance documents to the appropriate governing authorities. Ensure that the Institute maintains and updates insurance policies needed to carry out its work.
• Ensure that payroll, benefits and taxes are processed on time through the HR company and that the necessary approvals and reports are retained for the audit.
• Stay abreast of organization-wide issues and contribute to the overall management of the Institute.
• Oversee the creation and ongoing administration of new organizational entities necessary to further the Institute’s objectives.
• Process all incoming check and ACH donations and grants by entering data into the CRM, and coordinate with the bookkeeper to ensure figures are accurately reflected in the financial statements. Review and ensure accuracy of automated entry of credit card donations. Monitor correct accounting of in‑kind donations. Work closely with the Director of Finance to ensure the Development Department is effectively generating the revenue needed to sustain the Institute’s operations.
• Process bills and disbursements and oversee the accounts payable and reimbursement process by working with the bookkeeper to make sure bills are paid in a timely and efficient manner. Ensure the bookkeeper has timely and correct data to produce accurate and timely monthly and quarterly financial reports.
• Assist in tracking and managing all project grant obligations to ensure the team fulfills them to stay in good standing with the grant entity.
• Update, draft and implement new policies and procedures including benefits under the guidance of the Director of Finance.
• Assist in the onboarding and offboarding of staff members by ensuring timely and accurate submission of necessary documents to the HR company.
• Other duties as assigned.

• Alignment with the vision and mission of the Grassroot Institute of Hawaii.
• Attention to detail and high level of trust…