La‘akea Village: Office Assistant Job Description & Responsibilities

Compensation: $20-$23 per hour depending on experience, 12 to 15 hours per week. Flexible schedule – 4 to 5 hours a day, 3 to 4 days per week. Health insurance and PTO benefits. This position reports directly to to the Executive Director.

La‘akea Village is a non-profit organization located in Paia that serves adults with intellectual and developmental disabilities in an outdoor farm setting. We seek to empower people of all abilities to live, work, learn, play, and thrive together to realize their greatest potential.

Summary of Role: The Office Assistant is a hands-on position responsible for managing basic accounts payable and accounts receivable duties for the organization to support the Executive Director in the financial and administrative management. Our ideal candidate is customer service driven, and able to communicate with various individuals, ranging from participants to prospective donors.

Required Skills and Desired Experience:

• Quickbooks Online
• Quickbooks Payroll
• Microsoft 365 – Excel, Sharepoint, Onedrive
• 1-2 years of office assistance/management experience desired
• Experience working in non-profits preferred

Duties:

Accounting Tasks:

• Collect invoices and receipts, cut checks to pay bills, and properly post on QuickBooks to the expense account & class.
• Post receipts on QuickBooks to the proper income account class.
• File all paid invoices & bills.
• Payroll Support:
• File all payroll records.
• Stuff paystubs & paychecks for distribution to staff.

Country Store and Farm Cart:

• Balance sales to cash for each day the store is open and file cash & sales sheets.
• Prepare deposits and make bank deposits every 2 weeks for County Store & Farm Cart.
• Track SquareSpace transactions from the digital POS system.
• Maintain a $200 cash change fund for the Country Store.
• Collect cash from the Farm Cart drop box on the day products are for sale on the cart.
• Print a supply of the store sales sheets.

Petty Cash Fund:

• Disburse petty cash and collect receipts for cash disbursed.
• Balance cash to receipts and provide a report to request Petty Cash Fund replenishment check.
• Determine cash denomination needs.

Gas Cards & Debit Card:

• Check out gas cards & debit cards using log sheets.
• Collect receipts for purchases and provide debit card receipts to the accountant to post after the receipts are coded.
• Match up gas card receipts to monthly statements and provide to the accountant after coding.

Banking & Deposit Records:

• Scan monthly bank statements and save in OneDrive.
• File paper deposit worksheets by month with copies of checks deposited.

Mail:

• Check the street mailbox & PO box daily for mail and distribute mail.

Office Duties:

• Answer phone, check voicemail
• Maintain office supplies such as printer ink, copy paper, envelopes, pens, etc.
• Perform minor office upkeep tasks like vacuuming, mopping, changing the cooler bottle, and emptying the paper shredder.

Financial Management:

• Complete annual insurance applications for liability, automobile, officers & directors, and property insurance coverage.
• Payroll Management:
• Set new employees on QuickBooks payroll.
• Prepare the annual payroll calendar/schedule spreadsheet.
• Process bi-weekly payroll to ensure employees are paid on time.
• Calculate holiday pay for paid holidays, and manage employee PTO/Vacation accruals.

Bureau of Labor Statistics:

• Submit the monthly report based on payroll data.

Health Insurance Management:

• Enroll employees who qualify for medical coverage through Kaiser’s website.
• Cancel medical coverage for employees who leave or no longer qualify.
• Prepare monthly spreadsheets to post medical insurance expenses to the proper class.

Audits:

• Compile information requested by CPA for the annual financial audit.
• Respond to the results of audits if findings or corrective actions are required.
• Scan donor letters of $5,000 or more for the annual audit.

Job Type: Part-time

Pay: $20.00 - $23.00 per hour

Expected hours: 12 – 15 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Vision insurance

Schedule:

• 4 hour shift
• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Paia, HI 96779 (Required)

Ability to Relocate:

• Paia, HI 96779: Relocate before starting work (Required)

Work Location: In person