IRC Background: The mission of the International Rescue Committee (IRC) is to help people whose lives and livelihoods are shattered by conflict and disaster to survive, recover and gain control of their future. Founded in 1933, the IRC has a presence in over 40 countries and 27 offices in the United States; the IRC leads the way from harm to home. The IRC opened an office in Seattle in 1976 and provides immediate resettlement assistance, employment assistance, intensive case management, immigration services, health and wellness programs through our New Roots community garden, and a program for anti-human trafficking.
The Finance and Administration Assistant provides a range of administrative, clerical and operational duties in a support position to the finance team. This position is also responsible for providing logistics support for meetings and events, assisting with documentation and reporting, and assisting with data tracking and reporting. The position reports formally to Sr. Finance & HR Coordinator.
Update office protocol and procedures and distribute to staff.
Provide support to the Seattle office by serving as a focal point for day-to-day office Administrative;
Maintain account files, including monthly finance report folder, lease agreements for all equipment, property, etc.
Receive and track staff vacation and sick leave requests (Time-off Log Owner)
Receive payments, issue receipts, and prepare deposit as per the finance policies.
Assist with check processing – data entry, making copies, distributing checks, sorting check request vouchers and archiving them.
Monitor, order, and disseminate office supplies.
Maintain office orderliness.
Assist in preparing time and effort reports for staff and obtain and file signed monthly T&E sheets in finance folder
Maintain office equipment including copier, fax, printer, scanner and projector in good working order. Arrange for maintenance and repair as needed. Set up work stations as needed.
Liaise with office landlord on maintenance concerns. Monitor ongoing required maintenance such as replacing air filters and light bulbs.
Receive and distribute mail. Process outgoing mail and deposit in mailbox on daily basis.
Collect timesheets/invoices from Interpreters on a weekly basis. Follow-up on missing invoices
Assist on hiring activities including posting job descriptions, conducting background checks on applicants, setting up IRC account, submitting new hire paperwork and staff orientation.
Make ID badges and business card for new staff or as changes occur
Manage and maintain office personal records of employees.
Manage paperwork for incoming and exiting employees.
Keep and distribute staff meeting minutes;
Assist the Executive Director with basic administrative tasks when requested
Other duties as assigned
Key Working Relationships:
Position Reports to: Sr. Finance and HR Coordinator
Other Internal and/or external contacts:
Internal: Resettlement Team, Employment Team, Immigration Team, Anti-Trafficking Team, Youth Program Team, Intensive Case Management Team, Volunteer Coordination, Logistic Manager, Finance Manager & Finance interns.
Education: B.A. /B.S. Business Administration preferred and /or related experience. Accounting experience preferred.
Work Experience: Successful background in Finance and administrative; Experience in a multi-cultural environment, degree, etc.; Reporting experience preferred
Demonstrated Skills and Competencies: Strong attention to detail; Excellent communication skills; Excellent computer skills, including all Microsoft Office Programs and database experience; Experience writing vouchers and working on financial issues; Ability to prioritize, and manage time effectively;
Language Skills: Fluency in written and spoken English.
Working Environment: Standard office work environment