Administrative & Finance Manager

Job Description

Job Title: Administrative and Finance Manager

Location: Hybrid - Primarily remote with in-person responsibilities as required at the Northeast Seattle Tool Library and Shoreline Tool Libraries

Status: Non-Exempt (hourly)

Application Deadline: Rolling

Start Date: As soon as possible, no later than April 1, 2026

Compensation: $27 per hour + $150/month medical insurance stipend

Hours: 30 hours per week

Reports to: Executive Director

Must live approximately within 30 minutes of the Northeast Seattle and Shoreline tool libraries

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. The Tool Libraries provide free community access to a wide variety of tools and sustainable resources. See more at www.seattlereconomy.org.

Position Summary

The Administrative and Finance Manager is responsible for Seattle REconomy’s internal operational infrastructure with a primary focus on finance operations, HR administration, and organizational systems. 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

This is a highly detail-oriented, systems-focused role that keeps the organization’s internal functions running smoothly. The position manages day-to-day finance and HR administrative operations, coordinates with the accountant and Finance Committee, and maintains key systems, records, grant tracking, practical workflows, and SOPs that improve consistency and reduce risk.

This role works closely with the Executive Director, Finance Committee, accountant, and site managers, and serves as the internal “hub” connecting people, systems, and information across the organization.

Key Responsibilities

Operations & Organizational Infrastructure (30%)

• Own and continuously improve internal systems, workflows, and documentation to support organizational efficiency and scalability
• Maintain and update organizational policies and SOPs, including the employee handbook and internal protocols
• Oversee asset tracking for tools, hardware, laptops, keys, and company property, including loss tracking
• Coordinate with site managers on tool and equipment inventory standards as appropriate
• Manage vendor and contract administration, including higher-level coordination, renewals, and payments (with day-to-day coordination supported by site managers as appropriate)
• Provide coverage for operational or staffing gaps as needed, including occasional evening and weekend shift coverage

Finance & Accounting Coordination (30%)

• 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

HR Administration (15%)

• Onboard and offboard all employees, including systems access, equipment, documentation, and account setup
• Administer employee benefits, including HRA setup, enrollment, and troubleshooting
• Manage PTO accrual rates, rates of pay, and all employee records and tasks in QuickBooks in coordination with the accountant
• Respond to staff questions, scheduling issues, and internal communications via staff chat
• Support regular staff meetings (2x per month) and weekly check-ins with leadership

Data, Systems & Technology (15%)

• Serve as primary administrator for organizational systems, passwords, and access controls
• Maintain and update computer software and troubleshoot technology issues for staff
• Administer and improve CRM and databases in partnership with the Development Manager
• Oversee broader organizational data governance, including access, storage, privacy, and offboarding procedures
• Make system-wide recommendations and improvements to myTurn and other platforms in collaboration with staff

Program & Administrative Support (10%)

• Update waitlist member database monthly
• Deposit checks and record donations
• Conduct weekly cash deposits
• Support insurance administration, including liability, D&O, renewals, and compliance

Qualifications

• 2+ years experience in operations, office management, or business operations (nonprofit experience preferred)
• Exceptional organizational skills, attention to detail, and high reliability with deadlines
• Working knowledge of Quickbooks, expense platforms, and financial processes
• Experience with HR administration, onboarding/offboarding, and benefits coordination
• High level of comfort with technology, databases, and system administration
• Ability to manage multiple priorities independently and proactively
• Clear communicator who can support staff while maintaining systems and accountability
• Alignment with Seattle REconomy’s mission and values

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 https://forms.gle/coUR1jP24qu5Z2Ya8 to fill out the application form. We are hiring on a rolling basis and we will close the application as soon as the position is filled. Email info@seattlereconomy.org with any questions or if you are unable to submit files through the form link above. Position start date is as soon as possible (no later than April 1st)

$150/month medical insurance stipend