Finance and administrative associate

Grassroot Institute of Hawaii; Honolulu, Northern (HI, KY); Hybrid; USD 50,000 - 60,000; Full time

Benefits offered by this job

Medical/dental/vision

Retirement plan with employer match

PTO 13 days

Paid holidays

Job summary

Grassroot Institute of Hawaii seeks a Finance and Administrative Associate to report to the Director of Finance and handle accounting, budgeting, auditing and employee benefits, assisting in growing the Institute's administrative functions as it scales.

In collaboration with development and support staff, you will generate financial projections, manage accounts payable/receivable, and help ensure compliance, timely payroll and insurance updates, while maintaining confidentiality and integrity.

Qualifications

• Bachelor’s degree in accounting or related field.
• Experience in nonprofit finance and compliance.
• Knowledge of payroll and employee benefits.

Responsibilities

• Develop and implement the annual organizational budget.
• Support the Director of Finance in reports for leadership and board.
• Review cash flow position and investment performance.
• Coordinate with the CPA to complete the annual audit and tax forms.
• Ensure timely submission of compliance documents and update insurance policies.
• Oversee payroll, benefits and taxes processing with HR vendor.

Skills

Attention to detail

Financial reporting

Confidentiality

Excel expertise

Communication skills

Payroll knowledge

Education

Bachelor's degree in accounting

Tools

Salesforce

QuickBooks

Google Workspace

Job description

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.

Grassroot Institute of Hawaii

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.

Specific Responsibilities

• 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.

Top job competencies, experiences and skill sets:

• Alignment with the vision and mission of the Grassroot Institute of Hawaii.
• Attention to detail and high level of trust in maintaining confidentiality.
• Ability to understand financial reports and apply knowledge of financial and general accounting practices and concepts. Prior experience with payroll preferred. Prior experience with employee benefits preferred.
• Excellent written and spoken communications skills.
• Has a bachelor’s degree in accounting, accounting-related major or equivalent work experience.
• Is technologically adept – must also be competent in using Microsoft Office, in particular Excel (charts, graphs, formulas and pivot tables), Google Workspace programs and Salesforce or similar CRM. Experience uploading data or database experience preferred. Quickbooks experience or experience with other accounting programs preferred.
• Ability to reliably commute to the Institute’s main office in Downtown Honolulu.

Compensation and Benefits

• Annual salary ranges between $50,000 to $60,000.
• Comprehensive employee‑benefits program, including a full medical/dental/vision package.
• Retirement plan after two years of consecutive employment with an employer match of 3%, subject to the plan’s terms and revisions.
• 13 working days of paid time off (PTO) including sick days; however, PTO is available for use only after six consecutive months of employment. PTO may not be accumulated or carried over year to year.
• Paid federal and select state holidays including Christmas and the day after Thanksgiving.

About the Grassroot Institute of Hawaii

The Grassroot Institute of Hawaii is a 501(c)(3) nonprofit, nonpartisan research and educational institute devoted to advancing human flourishing through individual liberty, economic freedom and limited, accountable government.

Disclaimer

This job description is not intended to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may be changed or assigned at any time without notice.