Administrative Assistant/Bookkeeper

Job Summary
The Administrative Assistant/Bookkeeper plays a key role in ensuring smooth daily operations, accurate financial management, and effective organizational support. This position performs clerical, administrative, and light bookkeeping duties and supports multiple departments, including Finance, Development, and Asset Management. The position reports directly to the Executive Director and works closely with the Director of Finance and other senior staff.

I. Duties:

Administrative Support

• Compose and produce routine correspondence and reports; proofread materials and correct grammar, spelling, and word usage.
• Maintain appointments and meeting schedules for assigned executives.
• Operate and maintain standard office equipment.
• Screen calls, visitors, and correspondence; direct inquiries to appropriate staff.

Filing and Records Management

• Supervise the central filing system and maintain working files of major contracts entered into by the corporation.
• Maintain and secure a variety of office records and files, including working and confidential executive files.
• Maintain housing project development and asset management files.

Office Management

• Coordinate purchase and inventory of office supplies.
• Prepare requisitions, solicit pricing, and manage orders.
• Support staff with supply requests and maintain organized inventory.

Board of Directors Support

• Coordinate and schedule Board meetings.
• Record and distribute meeting minutes; maintain official Board files.
• Prepare and distribute meeting materials.
• Coordinate the execution of legal and financial documents by Officers.
• Maintain official corporate records for Pacific Housing and affiliated companies.

Bookkeeping Duties (Works under the supervision of the Director of Finance)

• Maintain financial records, including journals, ledgers, and accounts of multiple entities.
• Process invoices, bills, and payments; prepare checks.
• Manage staff reimbursement claims.
• Track project costs and prepare billing for housing projects.
• Account reconciliations to include intercompany and bank accounts.

II. Qualifications:

• High school diploma or equivalent required.
• Minimum 3 years of bookkeeping and administrative experience.
• Valid Hawaii State driver’s license, insured personal vehicle, and current safety check.
• Ability to lift and carry file boxes with assistance, climb ladders, and operate office equipment independently.
• Proficient in Quickbooks Online and Desktop.

III. Skills and Competencies:

• Strong knowledge of bookkeeping and accounting practices.
• Experience with office procedures and centralized filing systems.
• Excellent written and verbal communication skills.
• Strong interpersonal skills for working with staff, board members, and public officials.
• Highly organized with the ability to manage multiple tasks and deadlines.
• Proactive, detail-oriented, and able to work independently or under supervision.
• Proficiency in Microsoft Windows & Office Suite.
• Proficiency in QuickBooks Online and Desktop
• Proficiency Adobe Acrobat

IV. Benefits:

• Vacation and sick leave
• Paid State holidays
• 403b retirement plan
• Health insurance of medical, vision and dental
• HMSA PPP Medical/Drug/Vision/Dental
• Kaiser
• Flexible spending account
• Life insurance
• Covered parking

V. Salary:

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Work Location: In person

Salary : $50,000 - $55,000