Job Description

Job Summary

The Executive Assistant / Bookkeeper is responsible for maintaining accurate financial records, processing accounting transactions, and providing administrative support to the Executive Director of Helping Hands Ministries International. This role ensures both the smooth running of office operations and the accuracy of financial information, acting as a point of contact for vendors, clients, or board members when necessary.

Key Responsibilities

Bookkeeping and Accounting Duties:

Maintain comprehensive financial records, including accounts payable and receivable Reconcile bank statements, invoices, and general ledgers; ensure accuracy and compliance with accounting principles Generate financial reports such as balance sheets, income statements, and budget summaries Process payroll, calculate taxes, and prepare related filings Perform data entry in accounting software systems such as QuickBooks, Microsoft Dynamics, Excel, as well as CRM software Monitor payments, follow up on overdue accounts, and assist with auditing processes Track grants, contributions, or special funding if applicable, ensuring proper reporting and documentation

Administrative Support Duties:

Manage executive calendars, schedule meetings, and assist in event organization Prepare correspondence, emails, or memos on behalf of Executive Director Maintain office supplies and order new materials as needed/requested Fulfill other miscellaneous duties

Required Skills and Qualifications

Associate or bachelor's degree in Accounting, Finance, Business Administration, or a related field, or equivalent experience Proven experience in bookkeeping, accounting, or executive administration, typically 3-5 years Proficiency in QuickBooks accounting software, as well as Microsoft Office Suite and CRM software Strong organizational, analytical, and problem-solving skills; attention to detail Excellent communication skills, both verbal and written Ability to prioritize and manage multiple tasks independently Understanding of bookkeeping principles, payroll, tax reporting, and grant administration if applicable

Preferred Qualifications

Nonprofit experience, grant management, or familiarity with property/asset management Knowledge of donor relations software, fundraising activities, or event coordination

Work Environment and Schedule

The role may be part-time with some remote activities Flexibility to assist with both accounting and administrative functions is essential Helping Hands Ministries International is a 501(c)(3) nonprofit organization, located in Bothell, WA.

Salary Expectations

$20.00-$25.00/hr

25-30 hrs/week

This position is ideal for professionals who excel at multitasking, enjoy working with numbers, and can effectively support executive operations while maintaining the financial health of an organization.

About Helping Hands Ministries International

Helping Hands Ministries International (HHMI) supports underserved families and individuals from our local communities, Peru, and beyond. We do this by partnering with nonprofits that serve the most vulnerable.

HHMI operates four nonprofit thrift stores in Snohomish County (located in Bothell, Snohomish, Lake Stevens, and Monroe). As local nonprofit organizations face increasing demands on their program funding and operate under tighter budgets, we aim to maximize their impact. HHMI offers direct assistance through our register fundraisers and by providing gift cards so our partners' clients can shop for items they need (such as clothes, shoes, furniture, home supplies, etc.) at no cost.

We also continue to support our sister organization in Trujillo, Peru, called Amor en Accion ("Love in Action"). The missionaries who founded HHMI established Amor en Accion in the 1980s, which runs a preschool for young children and six sewing centers for women. We are proud to continue to support this organization, helping women and children have more hopeful and sustainable futures in an impoverished region.

Pay: $20.00 - $25.00 per hour

Expected hours: 25.0 - 30.0 per week

Benefits:

Employee discount Flexible schedule Paid sick time
Work Location: In person