Accounting/Administrative Assistant

Company Description

Humane Society of Summit County serves our community by caring and advocating for vulnerable animals and enriching the lives of pets and people.

Role Description The Administrative/Accounting Assistant supports the day-to-day financial, administrative, and executive functions of the Humane Society of Summit County. This position assists with incoming mail, daily deposits for HSSC and Happy Tails, financial recordkeeping, bank and credit card reconciliation documentation, month-end close and audit preparation, in-kind donation tracking, and paper and electronic records management. The Administrative/Accounting Assistant also provides administrative support to the President/CEO and Board of Directors by maintaining files and SharePoint resources, preparing and distributing meeting materials, coordinating meeting logistics, and assisting with organizational communications and reservations. Additional responsibilities include supporting office supply needs, special events, and fundraising activities. This position requires strong attention to detail, organization, time management, sound judgment, and the ability to maintain the highest level of professionalism and confidentiality.

Essential Functions

1. Retrieve, sort, and distribute incoming mail daily.

2. Prepare, process, and reconcile daily bank deposits, including cash, checks, remote check deposits, and supporting financial reports; identify and report discrepancies as needed.

3. Collect, organize, and maintain deposit records, bank statements, credit card receipts, and other financial documentation in accordance with organizational recordkeeping procedures.

4. Transport bank deposits for HSSC and Happy Tails to the designated financial institution.

5. Assist with bank and credit card reconciliations by preparing and organizing supporting documentation.

6. Scan, electronically file, and maintain invoices, financial records, and administrative documents to ensure accurate record retention and accessibility.

7. Assist with month-end close, audits, and financial reporting by preparing accounting files and supporting documentation.

8. Process, track, and maintain documentation related to in-kind donations and donated goods and services, ensuring accurate records for reporting and audit purposes.

9. Maintain organized paper and electronic filing systems, including records retention and document archiving.

10. Provide administrative support to the CEO and Board of Directors, including preparing and organizing files, maintaining SharePoint sites, collecting and distributing Board and committee materials and minutes, coordinating meeting logistics, and assisting with communications and reservations.

11. Assist with office operations, including ordering and stocking office supplies and providing administrative support for special events and fundraising activities.

12. Maintain the highest level of confidentiality when handling sensitive financial, personnel, and organizational information.

13. Perform other related duties of a comparable nature as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications

Travel

• Occasional (as needed for bank deposits; check signing; attend special events).

Minimum Education

• Currently pursuing a degree in accounting or a related field, or equivalent relevant accounting experience.

Minimum Experience

• At least two years of related experience preferred.
• Working knowledge of basic accounting principles and practices, including accounts payable, accounts receivable, cash receipts, deposits, and account reconciliations.
• Demonstrated experience preparing and reconciling bank deposits and supporting bank and credit card reconciliations.
• Proficiency in accurate financial data entry, recordkeeping, and identifying and resolving discrepancies.
• Ability to operate a desktop PC, 10 key calculator, and other related office equipment.
• Proficient with Microsoft Office Suite or related software.
• Must be 18 years or older to apply.
• Offers of employment are contingent on a background check including insurable driving record.

Preferred Qualifications

• Experience using QuickBooks or equivalent accounting software preferred.
• Function comfortably and efficiently in a fast-paced, multi-tasking environment.
• Understanding of and the ability to adhere to generally accepted accounting principles.
• Excellent time management skills with a proven ability to meet deadlines.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving skills.
• Excellent interpersonal and customer service skills.
• Ability to maintain confidential and meticulous records.
• Ability to communicate effectively with staff and a variety of audiences using a non-judgmental approach.
• Exhibits a professional and courteous demeanor.
• Experience with closing shifts, cash handling and bank deposit preparation.
• Ability to diffuse conflicts or situations.
• Ability to read, write, and understand instructions.
• Ability to work around all kinds of animals.

Physical Requirements

• Sitting: Up to 90% of workday.
• Standing/Walking: Frequently.
• Driving: Negligible.
• Lifting/Carrying: Occasionally, may include lifting up to 10 pounds onto carts to transport through shelter to stockroom. Other personnel or lifting equipment may be utilized to assist with heavy lifting as necessary.
• Stooping/Bending: Occasionally.
• Kneeling:  Occasionally on one or both knees.
• Pushing/Pulling: Occasionally.
• Climbing: Occasionally.
• Repetitive Arm Motion: Occasionally.
• Repetitive Hand Motion: Occasionally.
• Handling: Occasionally.
• Feeling/Touching: Frequently, primarily for data entry using keyboard, etc.
• Talking/Hearing: Frequently to give and receive information in the course of work.
• Seeing: Near and far acuity, depth perception, and field of vision.
• Protective Gear/Equipment: Not necessary for this position.

Pay Rate

• $20-22/hr based on experience

Work Hours/Shifts 

• 30-39 hours Monday – Friday. Some evenings or weekends to help cover special events.

Benefits

• Health insurance
• Paid time off
• Retirement plan
• Dental insurance
• Vision insurance
• Short-term disability
• Accident Insurance