Finance & Operations Assistant

Finance & Operations Assistant

The Washington State Association of Counties (WSAC) is a private, not-for-profit corporation that provides legislative advocacy, education and training, business programs, and professional services to elected and appointed officials in Washington State’s 39 Counties.

Position Overview

The Finance & Operations Assistant is a critical link between financial transactions and ongoing operations and activities within WSAC. This position creates a dynamic connection for administration and operations while providing and assisting with services to our affiliates, policy partners, and members.

The Finance & Operations Assistant reports directly to the Director of Operations and Administration. This position is responsible for ensuring professional, timely and excellent customer service is provided internally and externally by processing, organizing, and delivering financial, administrative, and member services.

This position is non-exempt and does not have supervisory responsibilities.

Responsibilities

Financial
  • Generates large volumes of accounts receivable invoices for membership dues. Tracks and reports account balances and pursues collections for outstanding receipts.
  • Provides timely and accurate payments to vendors. Responsible for detail coding and tracking according to budget standards.
  • Provides A/P and A/R support for affiliate companies. Prepares and tracks billables between affiliates and WSAC.
  • Maintains electronic and paper files for accounts payable (including W9s) and accounts receivable.
  • Prepares and assures timely deposits.
  • Processes reconciliations and correcting journal entries.
  • Organizes and records ACH deposits, disbursements and credit card transactions.
  • Monitors monthly expense and reimbursement reports and maintains receipts in an electronic format.
  • Provides accounting, clerical research and confidential administrative support to WSAC Directors as needed.
  • Compiles data to generate accurate and timely 1099 filing.
  • Compiles data and reports for accurate PDC filing.
  • Maintains financial registration data for conferences each year.
  • Performs fixed asset tracking, reporting and maintenance.
  • Serves as back-up support to various administrative duties including front desk/phone coverage and other clerical duties as assigned.
  • Corresponds with financial institutes, vendors and customers to support and address issues.
  • Prepares, tracks, and reports on event budgets
  • Processes credit card payments and refunds, produces invoices and receipts
  • Tracks and files event payments and receipts
  • Supports conference revenue and expense tracking and collections
Operations
  • Assists with member directories-reviews and updates list serves within Office365 and Mailchimp applications
  • Supports recruitments and appointments for Boards and Commissions. Provides follow-up communication and documentation for appointments and nominations.
  • Helps triage communication requests from the public, affiliates, and members
  • As part of a combined administration and communications team-supports team objectives and goals, strategic plans, and continuous improvement of workflows.
  • Part of the team that coordinates event management. Provides general support as requested.
  • Helps performs quality control checks of WSAC and affiliate websites, marketing materials, and other electronic or print documents.
  • Other general support and communication needed to optimize department functions between Policy, Communication, and Administration departments
Administration
  • Provide administrative and operational support services to all facets of the organization
  • Negotiate, manage, and contact for vendors and contractors
  • Record keeping and archiving management
  • Fixed asset tracking and reporting

Our Ideal Candidate

The Finance & Operations Assistant is driven to provide excellent customer service. Has innate abilities to organize, analyze, and create systems to optimize efficiency. Strong written and verbal communication skills. Savvy with technology and able to troubleshoot and think quickly to solve problems. High ethical values to be a key player in financial activities and work independently. A service-driven mentality to support the cause of our non-profit mission. Proven experience to match the responsibilities.

Desired Qualifications and Demonstrated Abilities

  • Three or more years of experience handling bookkeeping functions or equivalent training or education that demonstrates an aptitude and ability to understand accounting functions.
  • Bookkeeping experience must include full-charge A/P and A/R processing.
  • Training and experience in automated accounting software, experience with MIP Fund Accounting preferred.
  • Two or more years of professional related experience supporting diverse operations OR any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.
  • Positive, professional, and inherent capacity to be a team player with a small, but highly effective and respected organization.
  • Ability to problem solve, manage competing deadlines, and work independently.
  • Proactive in reviewing and enhancing systems and tools, staying informed and ahead of upcoming issues.
  • Excellent computer and technical skills. Must be able to work with Microsoft Office applications and be a resource for others.
  • Exceptional attention to detail, quality, and accuracy.

Salary and Employment Information

The salary range for this position is $46,322 – $64,457 and will be directly dependent on the successful applicant’s qualifications and experience. The Washington State Association of Counties also offers an excellent employee benefits package including 11 paid holidays, 100% employer-paid medical employee and full family, dental, vision, a health reimbursement account, and generous 401k contributions.

All WSAC employees are at will.

To Apply

Individuals interested in applying for this position shall electronically submit a letter of interest and resume to Bridget Lockling, Director of Finance and Administration, Washington State Association of Counties, recruiting@wsac.org. This position is open until filled. Priority screening for candidates applying by December 20, 2022.