Administrative Assistant – Vancouver Education Association

Washington Education Association • Vancouver, WA

10d • $31 - $54 • Onsite

About The Position

The Administrative Assistant supports VEA’s mission by performing a variety of office management, accounting/bookkeeping, and other clerical functions. The position works closely with VEA’s President and Executive Director under the general direction of the VEA Executive Board. This is a predominately in-person position. Most duties are performed within the standard workday, but periodic evening and occasional weekend attendance is required.

Requirements

• At least two years of experience in an administrative support position (e.g., bookkeeping, accounting, or other clerical support) involving advanced record keeping and/or knowledge of accepted accounting practices and procedures.
• Associate’s degree.
• Strong English-language oral and written communication skills.
• Competence with Microsoft 365 (including Word, Excel, and Outlook), Google Docs, and QuickBooks or comparable accounting software.
• Experience interfacing with members, clients, or customers in high-stakes and/or emotionally charged situations.
• Demonstrated history or experience working with communities of color or other historically marginalized groups.
• Ability to maintain confidentiality of sensitive information.
• Ability to work independently and as part of a team.
• Ability to organize and prioritize work without close direction.
• Ability to manage multiple projects and deadlines simultaneously.
• Attention to detail.

Nice To Haves

• A Bachelor’s (or higher) degree or significant post-secondary coursework related to accounting, bookkeeping, or office management.
• Prior work experience in public education or a labor union.
• Prior work experience maintaining financial records for a non-profit organization.
• Strong Spanish, Russian, Ukrainian, or Vietnamese-language oral and written communication skills.
• Prior experience managing a website, mass e-mail/text communications, or social media accounts for a large organization.

Responsibilities

• Act as VEA’s “front desk” representative: greet visitors, respond to simple inquiries, and route phone calls, physical/electronic mail, and other communications appropriately.
• Handle checks, reconciliations, deposits, and other VEA financial records.
• Maintain general ledger, equipment inventory, and lease and insurance agreements.
• Process new authorizations for VEA membership and WEA Political Action Committee (WEAPAC) contributions.
• Prepare reports regarding VEA and WEAPAC contributions and records.
• Interface with representatives of the Vancouver Public Schools’ payroll department and the Washington Education Association.
• Support completion of Public Disclosure Commission, audit, regulatory, and tax filings.
• Provide logistical support for VEA trainings, meetings, and social and other events.
• Assist in preparing meeting agendas/minutes, operating budgets, and financial reports.
• Work with the VEA Executive Director to maintain an orderly office environment.
• Manage VEA’s website, mass e-mail/text platforms, and social media accounts.
• Attend meetings of the VEA Executive Board, Representative Council, and other committees or bodies as necessary.

Benefits

• Employer-paid medical, dental, vision, life/AD&D, and long-term disability insurance.
• Generous employer contribution to retirement plans (401(k) and 457(b)).
• Generous leave policies.
• Relocation assistance.
• Position is part of the Vancouver United Staff Association bargaining unit.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree