Executive Assistant/Bookkeeper

The Executive Assistant/Bookkeeper is a fulltime nonexempt hourly position providing executive, financial, and administrative support to the Executive Director while maintaining accurate financial records, supporting grant administration, coordinating office operations, and helping ensure the organization's administrative systems operate efficiently.

Primary Responsibilities

30% Financial Operations

• Accounts payable
• Accounts receivable
• QuickBooks Online bookkeeping
• Petty cash
• Bank deposits
• Bank transfers
• Credit card reconciliation
• Donation entry
• Rebate requests
• Vendor payments
• Audit support
• Identify missing receipts

30% Executive Support

• Board packet preparation
• Calendar support
• Meeting logistics
• Proofreading
• Vendor documentation
• Reports
• Correspondence support

15% Grant Financial Administration

• Prepare draw requests
• Calculate reimbursement requests
• Maintain grant financial files
• Track grant expenditures
• Assemble quarterly financial reports
• Maintain supporting documentation

15% Organizational Records

• Contracts
• Insurance
• Tax documentation
• Vendor files
• Grant financial records
• Bookkeeping manual
• Internal wiki
• File organization
• Neon CRM donor database maintenance

10% Office Administration

• Office supplies
• Equipment coordination
• Printer management
• Basic IT coordination
• Filing
• Mail
• General office support

Minimum Qualifications

Education

• Associate degree in Accounting, Business Administration, Office Administration, Nonprofit Management, or a related field; or
• Equivalent combination of education and progressively responsible experience.

Experience

• Three years of progressively responsible administrative or bookkeeping experience.
• Experience with QuickBooks Online software.
• Experience supporting senior management or executives.
• Experience maintaining confidential information.

Required Knowledge

• Accounts payable and receivable
• Office administration
• Records management
• Microsoft Office (especially Excel)
• Cloud-based file management
• Professional business correspondence

Technical Skills

Proficiency with or ability to quickly learn:

• QuickBooks Online
• Dext
• Neon CRM
• Adobe Acrobat
• Network file systems
• Zoom
• Electronic document management

Critical Skills

• Able to keep multiple projects moving simultaneously without losing details.
• Able to manage confidential personnel, financial, and donor information appropriately.
• Recognizes problems before they become crises and independently follows through on routine matters.
• Comfortable working in a nonprofit environment where priorities shift and staff wear multiple hats.
• Professional and courteous when interacting with the public, volunteers, board members, contractors, and government partners.
• Produces polished correspondence, reports, and board materials.
• Accurately maintains financial records, grant documentation, and organizational files.
• Demonstrated ability to establish and improve organizational systems, maintain documentation, and create efficient administrative processes.

Equal Opportunity

The EAC is an equal opportunity employer for all qualified employees and applicants. All decisions regarding employment are made without regard for race, color, religion, national origin, ancestry, age, sex, gender, marital status, sexual orientation, gender identity, or physical and/or mental disability unrelated to ability.

Ecology Action Center

The Ecology Action Center is a not-for-profit environmental agency with a mission to inspire and assist residents of McLean County in creating, strengthening and preserving a healthy environment. The EAC acts as a central resource for environmental education, information, outreach, and technical assistance in McLean County.

Pay: $45,000.00 - $48,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

People with a criminal record are encouraged to apply

Education:

• Associate (Preferred)

Experience:

• QuickBooks Online: 3 years (Preferred)
• Records management: 1 year (Required)
• Accounts payable and receivable: 1 year (Required)
• Bank reconciliation: 1 year (Required)
• Executive administrative support: 3 years (Preferred)
• Bookkeeping: 3 years (Required)

Work Location: In person

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

English high proficiency