Operations Administrative Associate

Position Details

Employment Type:     Full-time; Non-exempt

Reports to:                     Senior Director, Finance and Operations

Compensation:         55,000-62,000 (dependent on qualifications)

Benefits:                     Includes employer-paid medical/dental/vision insurance, 3% Simple IRA match, 12 sick days per year, 13 holidays, and vacation starting at 3 weeks per year (increasing to 5). Sabbatical after 8 years.

Location:                        Seattle home office – 4 days in office

Physical and travel requirements: Some physical work may be required. Occasional local and regional travel for meetings.  Annual retreat with overnight stay is required.

Position Summary

The Operations Administrative Assistant anchors day-to-day administrative support across core business operations. Finance responsibilities include Ramp corporate card administration, vendor set up and payables processing, and basic bookkeeping in QuickBooks (coding and reconciliations). The role also supports gift processing and acknowledgments, Salesforce data maintenance, membership and recurring-giving tasks, first-contact customer service, and office management tasks.

Responsibilities

1) Finance

Revenue processing

·        Process online and physical donations; prepare and send timely tax receipts and acknowledgments.

·        Maintain accurate donor records in Salesforce; complete routine data entry/updates and run standard reports.

·        Prepare recurring giving updates and year-end summaries for review and distribution.

Expense management

·        Corporate card administration (Ramp): issue/terminate cards; maintain user roles and spend controls; ensure receipt capture and coding compliance; monitor transactions; reconcile monthly card statements in coordination with Finance.

·        Accounts payable & vendor management: set up and maintain vendors in Ramp/QuickBooks; collect W-9s and maintain 1099 designations; enter and route bills for approval; schedule payments; resolve invoice discrepancies with staff and vendors.

·        QuickBooks bookkeeping: code entries to the correct GL/class/project; perform bank and credit-card reconciliations as needed.

·        Upload annual budgets into Quickbooks and Salesforce.

2) Office & General Operations

·        Serve as first point of contact for calls, emails, website inquiries, and visitors; deliver excellent customer service.

·        Coordinate daily office operations: mail distribution, supply inventory, and vendor communications (e.g., equipment leases).

·        Prepare logistics for monthly all-staff meetings; assist with staff/board retreats and meeting materials.

·        Responsible for general office maintenance and oversight including management of office keys.

·        Maintain all files related to company vehicles, maintaining annual insurance and registration up to date.

3) HR & People Systems Support

·        Maintain data integrity in Rippling by creating and updating templates and employee information.

·        Manage timesheets ensuring timely entries by staff through notifications and training as needed.

·        Maintain HR records and filing systems; help coordinate onboarding/offboarding logistics and documentation.

·        Assist with annual HR process logistics (evaluations, open enrollment, surveys, trainings).

4) Philanthropy/Events

·        Support the Philanthropy team by running and distributing weekly/monthly revenue reports from Salesforce.

·        Manage workplace giving/matching and third-party contribution channels; complete required verifications and follow-ups.

·        Provide support as needed for philanthropy – large mailing efforts, donor events, general Salesforce training

Desired Qualifications

Conservation Northwest recognizes that applicants that could be successful in this role may have a variety of backgrounds that do not perfectly match the desired qualifications. Interested candidates that align with a majority of the job description and have an aptitude and interest in acquiring new skills or experience are encouraged to apply. Applicants from marginalized or underrepresented groups are strongly encouraged.

·        2+ years of administrative/operations/accounting support experience (nonprofit or similar).

·        Hands-on QuickBooks experience (transaction coding, journal entries, bank/credit-card reconciliations).

·        Experience with corporate card programs (Ramp or similar) and accounts payable workflows.

·        Salesforce (or similar CRM) for data entry and basic reports.

·        Microsoft 365 proficiency – Office, Excel, Outlook.

·        Strong attention to detail, organization, and written/verbal communication; ability to manage multiple deadlines.

Conservation Northwest is an equal opportunity employer committed to creating an inclusive workplace that represents the diversity in our communities. Veterans and people with diverse social, racial, and ethnic backgrounds are encouraged to apply. All qualified applicants will be considered for employment without preference given to race, color, religion, sex, sexual orientation, gender identity, social background, or disability status.Describe the experience and attributes of the ideal candidate