Business Administrator

Viva Farms is a non-profit Farm Business Incubator and Training Program with a mission to create a more just and resilient local food system. We empower beginning and limited-resource farmers by providing bilingual training in holistic organic farming practices, as well as access to land, infrastructure, equipment, marketing and capital.

Viva Farms is committed to maintaining a welcoming, respectful, and inclusive environment for its diverse community of farmers, staff, students, volunteers, and partners. Viva Farms provides equal opportunity for its programs and activities and does not discriminate against individuals on the basis of race, color, national origin, religion, sex, age, pregnancy, disability, marital status, military or veteran status, genetic information, sexual orientation, gender expression or identity, or any other status or condition protected by applicable federal, state or local laws.

We welcome and encourage applications from people of all backgrounds.

Under the direction of the Deputy Director, the Business Administrator is responsible for developing and implementing business management and human resource operations for Viva Farms. The Business Administrator will execute administrative activities to ensure that the organization runs efficiently, including regularly scheduled administrative and HR activities, as well as developing improved systems for productivity. The successful candidate will facilitate HR activities including new employee on-boarding and familiarization with company policies and procedures, as well as assisting existing employees with human-resource related issues, including employee time‑keeping, payroll and employee benefit programs.

This position will also conduct regular bookkeeping activities, including monitoring of Accounts Receivable, Accounts Payable, Deposits, Bank Reconciliation, and the creation and analysis of reports and financial statements to facilitate business operations and grant management activities. The Business Administrator will play a key role in devising and implementing improved systems and standard operating procedures across the organization, in partnership with key staff.

The ideal candidate for this position has excellent organizational and multitasking skills, analytical proclivity, a keen interest in developing and improving administrative systems, a great sense of humor, excellent written and verbal communication skills, and is open to feedback and flexible to the needs of the organization. Fluency in Spanish is highly preferred, but not required.

• Conduct tasks associated with Accounts Receivable, including monitoring outstanding invoices, generating monthly invoices and receiving payments from customers.
• Conduct tasks associated with Accounts Payable, including entering bills and properly accounting for expenses through monthly expense reports and bank reconciliation.
• Provide support for and conduct tasks associated with creating grant budgets, grant invoicing and financial reporting, and other fundraising-associated accounting.
• Conduct basic accounting functions in accordance with good accounting practices and develop and improve upon existing systems.
• Prepare financial statements and reports and perform basic financial analysis.
• Prepare and reconcile monthly employee expense reports and reconcile in Quickbooks.
• Develop and implement improved systems for project management in Quickbooks, including participating in the management of project and grant budgets.
• Ensure timely payment of quarterly taxes and working with an external accounting firm for annual financial audits and completion of 990 forms.

• Administer human resources support to Viva Farms staff, such as discussing timesheets, PTO balances, benefits, with holdings, and supporting employee performance reviews and evaluation.
• Onboard new employees and familiarize staff with updates to employment policies and procedures, as well as regulatory changes affecting employment.
• Manage timesheet software (T-Sheets) execution together with employees and generate reports in support of grant management activities.
• Conduct payroll execution of wages, payroll taxes, WA State insurance programs and employee benefit programs.
• Participate in monitoring and implementation of changes to employee benefit programs and assist employees with inquiries regarding their benefits.
• Organize and support employee…