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Now viewing: Executive Assistant/Bookkeeper
EA
Ecology Action Center
Executive Assistant/Bookkeeper
Job Description
The Executive Assistant/Bookkeepe r is a fulltime nonexempt hourly position providing executive, financial, and administrative support to the Executive Director while maintaining accurate financial records, supporting grant administration, coordinating office operations, and helping ensure the organization's administrative systems operate efficiently. Primary Responsibilities 30% Financial Operations Accounts payable Accounts receivable QuickBooks Online bookkeeping Petty cash Bank deposits Bank transfers Credit card reconciliation Donation entry Rebate requests Vendor payments Audit support Identify missing receipts 30% Executive Support Board packet preparation Calendar support Meeting logistics Proofreading Vendor documentation Reports Correspondence support 15% Grant Financial Administration Prepare draw requests Calculate reimbursement requests Maintain grant financial files Track grant expenditures Assemble quarterly financial reports Maintain supporting documentation 15% Organizational Records Contracts Insurance Tax documentation Vendor files Grant financial records Bookkeeping manual Internal wiki File organization Neon CRM donor database maintenance 10% Office Administration Office supplies Equipment coordination Printer management Basic IT coordination Filing Mail General office support Minimum Qualifications Education Associate degree in Accounting, Business Administration, Office Administration, Nonprofit Management, or a related field; or Equivalent combination of education and progressively responsible experience. Experience Three years of progressively responsible administrative or bookkeeping experience. Experience with QuickBooks Online software. Experience supporting senior management or executives. Experience maintaining confidential information. Required Knowledge Accounts payable and receivable Office administration Records management Microsoft Office (especially Excel) Cloud-based file management Professional business correspondence Technical Skills Proficiency with or ability to quickly learn: QuickBooks Online Dext Neon CRM Adobe Acrobat Network file systems Zoom Electronic document management Critical Skills Able to keep multiple projects moving simultaneously without losing details. Able to manage confidential personnel, financial, and donor information appropriately. Recognizes problems before they become crises and independently follows through on routine matters. Comfortable working in a nonprofit environment where priorities shift and staff wear multiple hats. Professional and courteous when interacting with the public, volunteers, board members, contractors, and government partners. Produces polished correspondence, reports, and board materials. Accurately maintains financial records, grant documentation, and organizational files. Demonstrated ability to establish and improve organizational systems, maintain documentation, and create efficient administrative processes. Equal Opportunity The EAC is an equal opportunity employer for all qualified employees and applicants. All decisions regarding employment are made without regard for race, color, religion, national origin, ancestry, age, sex, gender, marital status, sexual orientation, gender identity, or physical and/or mental disability unrelated to ability. Ecology Action Center The Ecology Action Center is a not-for-profit environmental agency with a mission to inspire and assist residents of McLean County in creating, strengthening and preserving a healthy environment. The EAC acts as a central resource for environmental education, information, outreach, and technical assistance in McLean County.