Bookkeeper/Office Coordinator

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 Bookkeeper/Office Coordinator is a critical link between financial transactions and ongoing operations and activities within WSAC, including 2 affiliates companies-Washington State Association of County Engineers (WSACE) and Washington State Association of Local Public Health Officials (WSALPHO) and the Washington Counties Building (WCB). This position creates a dynamic connection between finance and policy while providing and assisting with services to our affiliates, policy partners, and members. The Office Coordinator/Bookkeeper will support the financial needs of WSAC and have an additional responsibility for coordinating the needs of the facilities and other administrative activities. Provides additional bookkeeping support for the WSALPHO.

The Bookkeeper/Office Coordinator 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 and administrative services.

This position is non-exempt and does not currently 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 monthly bank reconciliations for the WCB 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.
May help prepare accurate and timely 1099 filing.
Maintains financial registration data for conferences each year.
Performs fixed asset tracking, reporting and maintenance.
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

WSALPHO additional support

Supports budget to actual reporting, working closely with staff to ensure accurate coding
Coordinates MAC payments and invoices and works with subcontractor for complete and accurate management of program finances
Preps financial data needed for annual 990 filing
Manages non-profit filing through the Secretary of State
Oversees banking and tracks cash balances to ensure optimal levels for cash flow and interest earnings. Manages bank reconciliations.

Facilities Support

Coordinates monthly and annual meetings between building stakeholders
Research vendors and gather quotes for building maintenance and repair
Oversees approved building projects, provides routine updates and tracks deliverables and budgets
Establishes relationships with ongoing vendors and is the main point of contact
Supports network and IT services through vendor communications
Manages building access and approvals through online system and key fobs
Handles room rental requests, prepares contracts and invoices
Orders building supplies and manages inventory
Prepares schedule of building activities, including tasks of hospitality assistant
Organizes and processes all financial transactions of the Washington Counties Building

Administration

Tracks contracts and agreements with vendors and contractors
Triages IT requests from staff and proactively prepares for equipment rotations
Orders office supplies and coordinates requests from staff
Review business insurance policies and renewals
Record keeping and archiving management
Fixed asset tracking and reporting

Our Ideal Candidate

The Bookkeeper/Office Coordinator has the aptitude and desire to provide high level bookkeeping skills for multiple organizations. They will be extremely detail-oriented and have the knowledge of financial principles in order to organize and track financial transactions. This position is driven to provide excellent customer service, both internally and externally. Has innate abilities to organize, analyze, and maintain systems to optimize efficiency. Strong written and verbal communication skills. Savvy with technology, networks and software 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.

Qualifications

Three or more years of experience handling bookkeeping functions using fund accounting that demonstrates an aptitude and ability to understand accounting functions.
Bookkeeping experience must include full-charge A/P and A/R processing.
Understanding of budgeting, financial statement preparation, and year-end reconciliations
Experience preparing for and being involved in the process for annual tax filings of a non-profit.
Training and experience in automated accounting software, experience with MIP Fund Accounting preferred.
Two or more years of experience supporting business operations OR any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.
Experience being the main point of contact for vendors and maintaining relationships
Experience tracking and ordering supplies
Ability to research and understand the needs of facility projects
Understanding of computer networks with the ability to support staff inquiries and troubleshoot issues.
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. Highly analytical with the aptitude to recognize deviations and implement corrections.

Salary and Employment Information

The salary range for this position is $49,500 – $64,350 ($4,125-$5,363 monthly) and will directly depend on the successful applicant’s qualifications and experience. The WSAC offers an excellent employee benefits package, including:

12 paid holidays (8 federal and 4 floating)
100% employer-paid medical employee and full family, dental, vision,
Life and Long-Term Disability Insurance
Health reimbursement account
Generous 401k contributions- up to 9.5%.
Employee Assistance Program
Wellness activities and incentives
Vacation & Sick Leave
Family & Bereavement Leave
Covered Paid Family & Medical Leave tax premiums
WSAC is also a qualifying employer for the Federal Public Service Loan Forgiveness Program.

All WSAC employees are at will.

While this is not a fully remote position, WSAC is family-friendly and willing to accommodate different working schedules, including some remote time.

To Apply

Individuals interested in applying for this position shall electronically submit a letter of interest and resume to recruiting@wsac.org. The application period will remain open until a candidate is hired. Rolling interviews are tentatively scheduled to start on October 18, 2024.