Executive Assistant​/Accounting Assistant

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Full Time Clerical Sequim, WA, US

Salary Range: $24.00 To $25.00 Hourly

Department: Executive Administration / Accounting & Payroll
Reports To: President / VP

FLSA Status: Non-Exempt

Employment Status: Full-Time
Pay Range:$24-$25 hourly
Work Location: SSNW Headquarters, Sequim, Washington, or as otherwise assigned

The Executive Assistant / Accounting Assistant provides high-level administrative, organizational, and operational support to executive leadership while serving as a trained backup for payroll processing and related administrative functions.

This position requires exceptional organizational skills, discretion, accuracy, professionalism, and the ability to manage competing priorities in a fast-paced security services environment. The Executive Assistant helps ensure executive operations run efficiently, communications are handled appropriately, records are maintained accurately, and critical administrative functions continue during staff absences or periods of increased workload.

As the designated backup for payroll, this position assists with payroll preparation, verification, reconciliation, and processing tasks as assigned to maintain payroll continuity, accuracy, confidentiality, and compliance with applicable requirements.

• Provide direct administrative support to executive leadership, including scheduling, correspondence, document preparation, and follow-up on assigned projects.
• Manage executive calendars, schedule meetings, coordinate appointments, and communicate scheduling changes.
• Prepare agendas, meeting materials, reports, presentations, spreadsheets, and other business documents.
• Record meeting notes and track assigned action items, deadlines, and follow-up requirements.
• Screen, prioritize, and route incoming communications, requests, and correspondence as appropriate.
• Coordinate travel arrangements, reservations, expense documentation, and other executive logistics as assigned.
• Maintain organized electronic and physical files, records, and confidential documents.
• Assist with special projects, operational initiatives, and company-wide administrative needs.
• Serve as a professional point of contact for internal departments, clients, vendors, and other business contacts.
• Monitor deadlines and proactively communicate outstanding items requiring executive attention.

• Maintain working knowledge of SSNW payroll procedures, systems, deadlines, and internal controls.
• Billing for Answering service and Patrol
• Billing for Site Security and Remote monitoring
• Serve as backup support for payroll processing during the absence of the primary payroll administrator or when additional assistance is required.
• Collect, review, and verify timekeeping information, approved timecards, pay adjustments, and other payroll-related documentation.
• Identify discrepancies involving hours worked, overtime, missed punches, pay codes, job assignments, or other payroll entries and coordinate corrections with the appropriate department.
• Assist with reviewing payroll data for completeness and accuracy before submission.
• Enter or verify approved payroll adjustments in accordance with established procedures and authorization requirements.
• Assist with payroll reconciliations, exception reports, and supporting documentation.
• Help ensure payroll deadlines are met and promptly elevate issues that may affect employee pay.
• Maintain accurate, confidential payroll records and follow established document-retention procedures.
• Assist with researching and resolving payroll questions or discrepancies in coordination with the primary payroll administrator and appropriate leadership.
• Follow applicable federal and Washington State wage-and-hour requirements, company policies, and payroll procedures.
• Protect employee payroll, banking, tax, wage, and other confidential information.
• Complete required cross-training and maintain current written procedures to support uninterrupted payroll operations.

Payroll Authority and Controls: This position provides backup payroll support within assigned authorization limits. Payroll changes, adjustments, approvals, and final submissions must follow SSNW's established approval process. The position does not independently…