Finance Administrative Assistant

Location: Headquarters, Washington, DC
Department: Finance
Supervisor: Vice President of Finance/CFO
Salary: Up to $42,000

BASIC SUMMARY:

This position provides assistance to the Finance department. This position includes a wide variety of responsibilities including time sheet collection and review, record retention, and contracts database administration.   

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Time and Attendance system:

  • Using electronic time and attendance system, collect all timesheets for bi-weekly payroll process

  • Reject/re-route timesheets as necessary

  • Follow up with all staff on missing/incomplete/incorrect timesheets

  • Run timesheet reports, verify data, and forward verified timesheet reports for bi-weekly payroll processing

  • Act as main point of contact for all timesheet issues

  • Set up/Inactivate users within the time and attendance system

Record Retention:

  • Scan all completed journal entries, creating electronic images for access by Finance Department staff; file hard copies.

  • Scan all completed accounts payable vouchers, creating electronic images for access by Finance Department staff; file hard copies.

  • Maintain the physical records of the Finance Department in accordance with established record retention, including annual transmission of documents to offsite storage location

Contracts Database:

  • Review contracts database for appropriate remaining funds on contracts for all contract-related payments submitted to Finance for processing

  • Update contracts database for all payments made against contracts

Report Distribution:

  • On a monthly basis, distribute budget vs. actual and supporting GL detail reports to staff

  • On an annual basis, distribute approved budget reports to staff

  • On a monthly basis, distribute American Expense bills to staff

Accounting Database:

  • Set up vendor records in Accounting database based upon completed W-9’s

  • Clear checks within the Accounting database on a daily basis

QUALIFICATIONS:

  • Education: Associate’s degree or equivalent in related discipline preferred

  • Experience: 1+ years of administrative experience

  • An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.

  • Other:

  • Strong attention to detail

  • Strong organizational skills

  • Excellent verbal and written communications skills

  • Ability to exercise sound judgment with attention to details and ability to quickly learn new skills

  • Ability to work well under pressure and tight deadlines while balancing competing assignments

  • Ability to work collaboratively as a member of a customer service-minded department in serving the needs of a dynamic and growing organization

  • Must be able to handle sensitive and confidential matters with discretion

  • Ability to work professionally with people at all levels of the organization

PHYSICAL DEMANDS:

  • While performing the duties of this job, the employee is regularly required to use a computer and communicate with others while doing so. 

WORK ENVIRONMENT:

  • General office working conditions, the noise level in the work environment is usually quiet.

VALUES AND DIVERSITY:

  • Defenders of Wildlife is a national, non-profit membership organization dedicated to the protection of all native wild animals and plants in their natural communities. Our employees work in an environment that is inclusive and honors each of our unique perspectives and backgrounds. We believe that the conservation of biological diversity is best advanced by the contributions of people of diverse backgrounds, experiences, beliefs and cultures.  We strive toward a collective goal of including all people in the conservation of our Nation’s wildlife and wild places.

  • Visit Our Values and Diversity page to learn more about who we are and how we operate.

HOW TO APPLY

Interested applicants should complete an application for employment. Please reference Finance Administrative Assistant in your subject line and submit your completed application, a letter of interest, and resume to us via e-mail at: HR@defenders.org.

It is the policy of Defenders of Wildlife to provide equal employment opportunity to all qualified individuals without regard to their race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, or any other characteristic protected by law, in all personnel actions.

All employees are required to satisfactorily perform the essential duties and responsibilities of their positions. The essential duties and responsibilities listed above are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.