Administrative Assistant

Job Description

The position provides administrative, financial, membership, and operational support to the Loudoun Education Association (LEA). The position complements the work of the LEA President and VEA Uni Serv Director(s) and serves as an important resource to LEA members, officers, and staff.

Responsibilities include bookkeeping and maintenance of accounting records for LEA and LEA PAC; membership data management; responding to member questions and concerns; coordination with VEA regarding membership records; and providing general administrative and office support.

This is an in-person position requiring regular presence in the LEA office. This position is not eligible for remote work.

• High school diploma or equivalent required; specialized training, education, or relevant experience in accounting, bookkeeping, office administration, or a related field preferred.
• Demonstrated experience with bookkeeping, basic accounting, budgeting, and financial recordkeeping.
• Strong written and verbal communication and interpersonal skills, with the ability to interact professionally with members, officers, staff, vendors, and external partners.
• Strong organizational skills, accuracy, attention to detail, and ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook;
  Quick Books; and applicable membership/information management systems.
• Ability to learn and apply LEA governance procedures, VEA/NEA structure and requirements, and applicable financial and reporting requirements.
• Ability to exercise sound judgment, maintain confidentiality, and appropriately handle sensitive membership, personnel, financial, and organizational information.
• Ability to work independently while also collaborating effectively with LEA and VEA staff.
• Ability to maintain accurate records and follow established procedures and deadlines.

• Respond to day-to-day information requests from LEA members, officers, representatives, and local leaders.
• Coordinate with the VEA Membership Processing to maintain accurate and current membership records in accordance with VEA requirements.
• Reconcile membership information with local association payroll records and identify and resolve discrepancies.
• Maintain current rosters of LEA officers, representatives, and other local association leaders.
• Pull reports from a membership data system.
• Provide general customer service and administrative support to members regarding questions, concerns, and requests.

• Maintain accurate accounting records for LEA using Quick Books.
• Process invoices, reimbursement requests, and other financial transactions in accordance with LEA procedures.
• Prepare checks, deposits, and other financial documents.
• Reconcile bank accounts and maintain supporting financial documentation.
• Prepare monthly financial statements and other financial reports as needed.
• Assist with preparation, monitoring, and maintenance of the LEA budget.
• Maintain financial records and documentation in an organized and audit-ready manner.
• Maintain LEA PAC financial records and prepare required quarterly reports for the Virginia State Board of Elections.
• Prepare required tax filings, including Form 990, payroll tax filings, and property tax filings, or coordinate with an outside accountant to facilitate timely and accurate filings.

• Provide general administrative support, including reception, answering and directing inquiries, processing mail, maintaining office files, and assisting with routine office operations.
• Maintain office supply inventory and place orders as needed.
• Maintain an organized, professional, and functional office environment, including basic tidying and organization.
• Manage relationships with vendors and coordinate equipment servicing, office services, and vendor contracts.
• Research, learn, update, and troubleshoot office system hardware and software such as copiers and phone system.
• Maintain an inventory of personal property owned by LEA for accounting and tax purposes.
• Assist with preparation, reproduction, organization, and distribution of materials for LEA meetings, events, communications, and other activities.

• Support VEA Uni Serv Director(s) and other VEA/NEA staff assigned to work with LEA as needed.
• Work collaboratively in an…