Office Assistant

Office Assistant

Veterans Place is seeking an organized, detail-oriented Office Assistant to provide accounting and administrative support across the organization. Approximately three days per week will be dedicated to accounting responsibilities, with the remaining time focused on general office administration, scheduling, Board support, office supplies, and vehicle tracking and compliance.

The ideal candidate will have strong organizational and communication skills, attention to detail, basic accounting experience, and the ability to manage multiple priorities in a fast-paced nonprofit environment.

Essential Duties and Responsibilities

Accounting & Finance Support

• Scan, organize, and electronically file vendor invoices and supporting documentation.
• Enter invoices paid through automatic payment methods, including utilities, BestNotes, employee reimbursements, copier leases, cell phone invoices, and other recurring expenses.
• Verify invoices for completeness and accuracy and maintain organized vendor records.
• Organize utility invoices and maintain utility expense documentation.
• Prepare and process bank deposits and maintain supporting documentation.
• Record donations and maintain accurate donor and revenue documentation.
• Process and record veteran service fee payments and assist with tracking outstanding balances.
• Maintain organized electronic and paper financial records.
• Assist with preparing documentation for audits, financial reviews, grant monitoring, and compliance activities.
• Perform financial data entry and other routine accounting functions as assigned.
• Provide general accounting and administrative support to the Fiscal Manager.

Office Administration

• Perform filing, copying, scanning, printing, data entry, and document preparation.
• Maintain organized electronic and paper administrative records.
• Assist with correspondence, reports, forms, mailings, and other office needs.
• Maintain confidentiality of financial, veteran, employee, donor, Board, and organizational information.

Scheduling & Meeting Coordination

• Manage scheduling of conference rooms, common areas, and other shared spaces.
• Maintain a centralized calendar and prevent scheduling conflicts.

Board of Directors Support

• Serve as an administrative liaison for the Board of Directors.
• Coordinate administrative and logistical needs for Board and committee meetings.
• Order food, beverages, and refreshments for Board meetings.
• Print, organize, assemble, and distribute Board packets and meeting materials.
• Assist with meeting setup and maintain organized Board records and materials.
• Send communication to the Board about organizational updates, etc.

Office Supplies & Purchasing

• Monitor office supply inventory and order supplies as needed.
• Maintain organized supply areas and appropriate inventory levels.
• Track orders and deliveries and communicate with vendors regarding issues as necessary.

Vehicle Tracking & Compliance

• Maintain organizational vehicle trackers, mileage logs, maintenance records, and related documentation.
• Pull monthly vehicle trackers for monthly allocations.
• Monitor upcoming deadlines and notify appropriate staff when action is required.
• Follow up on incomplete vehicle logs or documentation.
• Assist with coordinating vehicle maintenance and service appointments.

Additional Responsibilities

• Assist with organizational meetings, trainings, events, and special projects.
• Communicate with vendors, contractors, and community partners regarding routine administrative matters.
• Provide administrative support to departments as organizational needs arise.
• Perform other duties as assigned.

Qualifications

Education & Experience

• High school diploma or GED required; associate degree in Accounting, Business Administration, Office Administration, or related field preferred.
• Minimum one year of administrative, accounting, bookkeeping, or office support experience, three years preferred.
• Experience with accounts payable, financial recordkeeping, scheduling, and general office administration preferred.
• Nonprofit experience is a plus.

Knowledge, Skills & Abilities

• Strong organizational skills and attention to detail.
• Proficiency in QuickBooks and Microsoft Office, particularly Excel, Word, and Outlook.
• Strong data entry and financial recordkeeping skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently and collaboratively across departments.
• Professional communication skills when interacting with veterans, staff, Board members, donors, vendors, and community partners.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift and carry up to 25 pounds.
• Ability to operate standard office equipment.

Veterans Place is an Equal Opportunity Employer

This job posting will close in 30 days, applications will be kept on file for 1 year.