Administrative Coordinator

Waconservationaction; Seattle, Northern (WA, KY); Hybrid; USD 60,000 - 65,000; Full time

Benefits offered by this job

Medical and dental insurance

401k plan with match

Flexible Spending Account

4 weeks of vacation

13 paid holidays

Unlimited ORCA transit pass

Professional development funds

Sabbatical eligibility after five srs

Diverse and inclusive team environment

Job summary

Washington Conservation Action seeks an Administrative Coordinator to manage daily bookkeeping for our nonprofit. You’ll work with a small team to ensure timely payments, expense entry, and GAAP-compliant accounting, while supporting admin duties and fundraising efforts.

Hybrid work in Seattle with collaborative and independent responsibilities behind the scenes. The role reports to the Finance Senior Manager and supports audits, donor data reconciliation, and board meetings.

Qualifications

• Ability to manage several projects and see them to completion.
• Ability to reprioritize quickly with emergent demands.
• Attention to detail and highly organized; strong follow-up.
• Communicative, collaborative, proactive and self-directed.
• Discretion with confidential matters and respectful communication.
• Commitment to ongoing anti-racist learning and environmental justice.
• Experience with nonprofit fundraising and Salesforce CRM.
• Proficiency in Microsoft Excel and other office software.

Responsibilities

• Lead bookkeeping processes, including timely bill payments, expense entry, dues processing, deposits, month-end closing, and credit card reconciliations.
• Coordinate with Operations Senior Manager for cross-organizational financial transactions.
• Assist with annual financial audit and IRS Form 990 with auditors under supervision.
• Track bank balances, upcoming expenses, and resolve GAAP-related anomalies.
• Collaborate with Development on quarterly QuickBooks and donor database reconciliation.

Skills

Detail-oriented

Reliable

Highly organized

Communicative

Self-directed

Discretion with confidential matters

Team collaboration

Anti-racist learning mindset

Tools

Salesforce

Excel

QuickBooks

Rippling HRIS

Asana

Box

Zoom

Slack

Job description

Our hiring team will review all applications submitted by August 27th.

Position Summary

We areseekingadetail-oriented, reliable, and highly organized Administrative Coordinator with the ability to manage both recurring and emergent tasks. AsAdministrativeCoordinator, you will primarily manage theday-to-day bookkeeping for our501(c3)nonprofitorganization.This position offers theopportunityto work both collaboratively and independently on their own responsibilities while working behind the scenes to keep an environmental nonprofit running smoothly.The Administrative Coordinator reports to the Finance Senior Manager andisavalued member of a five-person Administrative Team.

About Our Organization

Washington Conservation Actionis a statewide environmental advocacy organization advancing environmental policies and pushing for actions that equitably address climate pollution, restore Puget Sound, sustain our state’s forests, and protect our democracy. For Washington to remain a national leader on environmental issues, we need environmental champions in elected office and to hold them accountableonour issues. To keep our environment protected, healthy, and vibrant, we are committed to supporting Native candidates, candidates of color, and environmental leaders.

Washington Conservation Action Education Fund is our 501(c3) nonprofit organization. Washington Conservation Action is our 501(c4) nonprofit partner organization. Together, we advance a shared vision for Washington state where nature and people live in balance for the flourishing of all.

Washington Conservation Actionis based in downtown Seattle. Our team ofnearly 50workin a flexible hybrid or remote model; staff living in the greater Puget Sound areajoin togetherin the office two days a week for collaboration, creativity, and celebration. All staff members have access to tools and systems to support hybrid or remote work.We offer competitive salaries, excellent benefits, and the opportunity to make a difference. We are committed to a diverse, socially just, and welcoming work environment. People of color, people with varying abilities, and people of all sexual orientations and gender identities are especially encouraged to apply. We continue to advance the application ofa racialequitylensto our work. We are led by a CEO who is a citizen of the Confederated Tribes of Warm Springs, Oregon.

Responsibilities

• Lead WCAEF bookkeeping processes—includingtimelybill paymentand expense entry, union dues & deductions processing, deposit data entry, month-end closing, and credit card reconciliations.
• Work withtheOperations Senior Managerto ensuretimelyandaccuratecross-organizational financial transactions.
• Work under supervision of VP of Administrationand Finance Senior Managerto complete annual financial audit and IRSForm 990 with auditors.
• Other bookkeeping tasks such as tracking bank balances and upcoming expenses.
• Resolve bookkeeping anomalies in keeping with Generally Accepted Accounting Principles (GAAP) standards.
• Collaborate with the Development team on a quarterly basis to reconcile QuickBooks and our donor database, Salesforce.

Administrative (20%)

• Attend and take minutes at WCA Board and Executive Committee meetings.
• Support onboardingnew staffby conductingtrainingsonthe vendor payment requestandstaffreimbursement processes.
• Maintain positive working relationships with contractors and vendors.
• Other duties as assigned as the organization evolves.
• Adhere to organizational administrative procedures such astimelysubmission of reimbursements, entering time tracking in Rippling HRIS, travel planning, andsubmittingcredit card receipts from the organization’s credit card within48 hoursof the charge.
• Assistwith organizational fundraising, which might include attending events, promoting to your networks,assistanceprior to and during events as needed.
• Active participation in a racial equity team which includes taking on work outlined in WCA’s racial equity action plan to advance the organization’s goals.
• Adhere to technology use best practices for organizational and job-specific software,toolsand programs.

Requirements

• Ability to manage several projects at one time and see them to completion.
• Ability to quickly reprioritize according to emergent demands.
• Attention to detail and highly organized. Must be great at following up on tasks.
• Communicative, collaborative,proactiveand self-directed.
• Ability to use discretion with confidential matters andalways be respectful of others.
• Commitment toongoing anti-racist learningand applyingan environmental justice lens to our work.
• Ability to come to the downtown Seattle office two times per week.
• Experience working with nonprofit fundraising.
• Familiarity with Salesforce databaseor other CRM.
• Familiarity with Microsoft Office suite, especially Excel.
• Enthusiasmaboutlearning and using online tools such as Zoom, Slack, Salesforce, Asana, Rippling, and Box.
• Ability to keep projects on taskthrough proactive communication and reminders to staff, including senior staff.

Compensation and Benefits

This is a full-time, non-exempt position with an annual salary range of $60,000 to $65,000 depending on experience and qualifications.

We offer a generous benefits package which includes medical and dental insurance plan options with100% employer paidpremiums, a 401k plan with an organizational match of up to 3% of your annual salary, a FlexibleSpendingAccount, four weeks of vacation to start, a separate pool of sick leave and thirteen paid holidays per year, an unlimited ORCA transit pass, budgeted funds for professional development, and if you work for five consecutive years you are eligible for a two-month paid sabbatical. We welcome new and diverse people toa great teamwho togethershape environmental protection in Washington.

Location Information

This position is hybrid with a minimum of 40% of time in the Seattle office. A hybrid remote agreement isrequired.

Working Conditions and Physical Demands

This job requires frequent sitting. Must be able to conduct business in English, though fluency in other languages is welcomed. For remote work, employees mustmaintaina workspace with an internet connection where they can reliably perform work during scheduled work hours. Reasonable accommodations may be made to enable individuals with different abilities to perform functions essential to the duties of the position.

COVID-19

The organization follows all requirements of local health authorities. We work in a hybrid remote work model with staff working from home in addition to in-office time for collaboration and celebration. Wemaintainstrict safety protocols while in our office. All staff who come to the office must be fully immunized against COVID-19.

WCA isan equitableopportunity employer committed to dismantling structural racism and creating a welcoming work environment. We believe inequitableopportunityfor all employees and applicants. WCA does not discriminateon the basis ofrace, color, religion, sexual orientation, gender identity, pregnancy status, national origin, age, disability, political affiliation or belief, or any other status or identity protected by local, state, or federal law. Black people, Indigenous people, people with disabilities, and people of all sexual orientations and gender identities are encouraged to apply.In accordance withthe Americans with Disabilities Act, upon request, reasonable accommodations may be made to enable qualified individuals with disabilities toparticipatein our recruiting process and, if hired, perform the essential functions of the position.