Admin and Finance Manager

Overview of Key Details

Title: Admin and Finance Manager

Status: Non-Exempt (hourly)

Hourly: $27

Benefits: $150+ monthly employer contribution to healthcare reimbursement account and generous paid time off

Hours: 40 hours per week

Reports to: Executive Director

Location: Remote/Onsite hybrid (North Seattle/Shoreline)

About Seattle REconomy

We are a friendly bunch at Seattle REconomy who know that sharing is caring and tools are for everyone! Our tool libraries help reduce our community’s footprint and increase our climate resilience through education and practical solutions. Our programs provide free and affordable community access to a wide variety of tools, classes, and sustainable resources. See more at www.seattlereconomy.org

Job Description:

Seattle REconomy seeks a passionate, flexible and detail oriented individual to join our team as Admin and Finance Manager to grow Seattle REconomy. The Admin and Finance Manager creates and implements organizational systems to improve and maintain the organization's financial health, operational stability, and legal compliance so it can sustainably fulfill its public mission. Working closely with the Seattle REconomy Executive Director, steering committees, staff and larger community, this person ensures that the primary functions of the programs are carried out with consistency and reliability, and in harmony with the goals of the nonprofit.

This role ensures that financial records are accurate, employees are properly onboarded and supported, core administrative processes run reliably, and required documentation and controls are maintained.

Finance & Administration - primary ownership

• Manage all invoicing and process refunds as needed
• Manage grant tracking and reporting
• Pay all organizational bills and oversee purchase approvals
• Reconcile expenses and credit cards monthly
• Categorize expenses accurately and maintain clean financial records
• Conduct expense reconciliation and coding in QuickBooks on a monthly basis
• Track and monitor budgets, providing regular updates and insights
• Work closely with the accountant on payroll, reconciliations, and preparation of the annual 990
• Complete quarterly and monthly financial reports and tasks, including:
  • Finance Committee meetings and reporting
  • Sales tax reporting
  • Grant-related reporting

Grants & Contract Management - primary ownership

• Lead tracking and management of grants and contracts to ensure funds are used correctly and in a timely manner
• Establish project timelines, set clear financial objectives, and monitor progress, ensuring projects are completed on schedule and within budget
• Utilize grantor-provided portals to receive reimbursements for spent funds

Organizational Administration

• Coordinate and schedule meetings and events
  • External: Communicate with community stakeholders, government agencies, and local businesses with regard to current grants or outreach.
  • Internal: Manage scheduling staff meetings. Assist with other events such as anniversary parties, volunteer training, and community events.
• Ensure legal requirements are being followed - labor law posters, waivers, fire safety at tool libraries.
• Ensure all state and federal requirements are met - business licenses, tax filing, annual reporting, etc.
• Manage Admin assistant and CPA Consultant.

Other Responsibilities:

• Provide administrative and financial support to the Executive Director and program managers within the scope of the position. Responsibilities may evolve as organizational needs change, with workload and priorities reviewed with the Executive Director. These may include:
• Support insurance administration, including liability, D&O, renewals, and compliance
• Write, refine and communicate policies and procedures for programs
• Establish and maintain safety precautions as needed (e.g., chainsaw safety, volunteer waivers, securing tools on shelves, etc.)
• Setting meeting agendas
• Staff recruitment and training

Qualifications

• 2+ years experience in administration, office management, or business operations (nonprofit experience preferred)
• Grant or contract management experience
• Exceptional organizational skills, attention to detail, and high reliability with deadlines
• Working knowledge of QuickBooks, expense platforms, and financial processes
• High level of comfort with technology, databases, and system administration
• Clear communicator who can support staff while maintaining systems and accountability
• Alignment with Seattle REconomy’s mission and values

Bonus skills

• Experience with HR administration, onboarding/offboarding, and benefits coordination
• Ability to manage multiple priorities independently and proactively

How To Apply:

Seattle REconomy is an equal opportunity employer. We value diversity, equity, and inclusion, and strongly encourage people of color, LGBTQIA+ individuals, people with disabilities, and those from historically underrepresented backgrounds to apply.

Click on this link to fill out the application. Applications will be reviewed on a rolling basis. Email info@seattlereconomy.org with any questions. Position start date is as soon as possible.

$150+ monthly employer contribution to healthcare reimbursement account and generous paid time off

Proficient in English