Administrative Assistant/Bookkeeper at Church World Service, Inc. in Indianapolis, Indiana

Job Description:

About CWS



Imagine waking up every morning with the chance to change someone's life. Imagine knowing your efforts will benefit both your career and our neighbors around the world. At CWS, our team knows they are making a difference every day. Whether you're in our U.S.-based offices supporting refugees, asylees or unaccompanied children ... implementing hygiene initiatives in Cambodia or rebuilding projects in Central America ... or even connecting remotely from your home on fundraising campaigns, grant reports, or critical communications - you have the opportunity to work towards a world where everyone has food, a voice and a safe place to call home.



Purpose



The Administrative Assistant/bookkeeper assists the Site Director in the daily operations, including office administration, human resources, accounting, and financial bookkeeping support. This is a part time job 3 days a week.



Responsibilities




Administrative/Human Resources:

• Responsible for all administrative and logistics duties aimed at ensuring smooth office operations


• Purchase office supplies and equipment and maintain a proper stock level


• Maintain communication with CWS Elkhart and completes requests for staff technology, including computers, cell phones, credit cards, store accounts, etc.


• Oversee IT support in coordination with CWS Headquarters, assuring all employee computers and technology are functional and up to date


• Oversee the maintenance of CWS-owned or leased vehicles and maintain communication with CWS Elkhart to keep a current list of approved drivers


• Assist Site Director in reviewing and updating job descriptions for existing and new positions


• Maintain updated flowchart for office


• In consultation with the Site Director, update and maintain office security protocol, including training staff on building security and issuing keys for the office


• Facilitate all new staff paperwork, on-boarding of new staff, and new staff orientation


• Ensure standardized training plan for new staff is up to date and track staff attendance at training


• Manage all staff exit paperwork


• Review lease and all associated documents with the Site Director and property owner and ensure timely processing of rent payment and maintenance requests


• Help plan and facilitate monthly all-staff meetings


• Assist Site Director in drafting and updating office policies and ensure staff compliance with them


• Other duties as assigned.

Accounting/Financial Bookkeeping:

• Work closely with the Site Director and CWS general accounting office in Elkhart, IN


• Processes weekly check requests for direct aid disbursements to CWS clients and tracks direct aid expenditures in QuickBooks


• In coordination with the Site Director, ensure proper disbursement of petty cash requests, periodically reconciles petty cash balance, and requests checks for petty cash replenishment


• Files hard copies of all financial documents, then annually removes older files for storage in the CWS storage area and tracks them for shredding


• If needed, prepares monthly invoices for reimbursement of funds, and submits to program funders


• Prepares a spreadsheet for tracking budget vs. actual monthly. This involves monitoring each individual grant for overages or shortages


• Monthly, under recommendation of the Site Director, makes allocations and reallocations of staff salaries as well as adjustments to the actual general ledger line items. Tracks staff FTE allocations for each program


• Assists Site Director in the preparation of the organizational budget and individual grant budgets. When necessary, prepares budget revision requests and sends them to the appropriate grantor


• Other duties as assigned.

Qualifications




Education:

• Bachelor's degree in accounting or similar degree

Experience:

• Minimum of 2 years work experience in accounting or finance.


• Must be familiar with general ledger, double-entry accounting, bookkeeping, and journal entries.


• Familiarity with non-profit accounting, budgeting, and tracking financials in Microsoft Excel is essential.


• Additionally, a minimum of one (1) year in office management and human resources is strongly encouraged.

Other Skills:

• Strong computer skills, including proficiency in Microsoft Office (Outlook, Excel, and Word), QuickBooks, and internet applications


• Ability to work in a multi-cultural environment


• Effective communication, organizational, and time management skills


• Ability to give close attention to detail

Benefits



CWS offers a competitive benefits package that includes:
- 403 (b) Retirement Plan
- Medical, Dental and Vision Insurance
- Generous Paid Time Off (18 Paid Days Off; 24 Days after 2 Years)
- 14 Official Holidays
- 12 Sick Days Off (Accrued monthly)
- Life Insurance and AD&D
- Long Term and Short-Term Disability
- Employee Assistance Program (EAP)
- Health Savings Account
- Flexible Spending Accounts Apply Now