HR & Accounting Coordinator

Job Description

Job Description

Description:

The HR & Accounting Coordinator is a key member of the KidsQuest team, helping create a positive employee experience while supporting the financial operations that keep our mission moving forward. This cross-functional role partners with both Human Resources and Finance to coordinate onboarding, recruiting support, payroll administration, accounting processes, reconciliations, and month-end activities that help our team thrive and our museum serve children and families every day. 

Working closely with the CFO and Director of People & Culture, this position typically supports HR and Finance functions in approximately equal measure, with responsibilities shifting throughout the year based on organizational priorities, staffing needs, recruiting activity, payroll cycles, and accounting deadlines. The HR & Accounting Coordinator serves as a trusted resource for employees, maintains sensitive information with the highest level of confidentiality, and helps ensure our systems, processes, and day-to-day operations run smoothly. 

We recognize that candidates may bring stronger experience in either Human Resources or Accounting. Training and support will be provided to help the successful candidate build skills across both areas. The ideal candidate is organized, curious, and eager to learn. They enjoy building relationships, finding ways to improve processes, and contributing wherever needed. Most importantly, they are excited to support a mission-driven organization where play, learning, community, and connection are at the heart of everything we do. 

 

Job status: Full Time at 38 hours per week, Hourly, Non-Exempt 

Position reports to:  CFO

Team: Administration Department 

Work location & Schedule: Hybrid, Bellevue, WA, Monday-Friday

Pay Rate: $24-$27 per hour 

BENEFITS HIGHLIGHTS:

• Medical, Dental, Vision & Life Insurance
• Health Savings Account and Flexible Spending Account Offered 
• Starting at 13 days of Paid Time Off and 8 days of Wellness
• Paid Holidays, including 2 floating Holidays 
• 401(K) Matching Savings Plan 
• Transit Pass 

Applications will be reviewed as they are received. If you are interested, please submit your application by Wednesday, September 9th, at the latest.

RESPONSIBIBILITIES AND DUTIES  

Human Resources Administration (45%)  

• Coordinate onboarding and offboarding processes, ensuring all required paperwork, employee records, systems access, and documentation are completed accurately and timely. 
• Coordinate new hire logistics, including workspace preparation, equipment requests, building access, orientation materials, and internal communications. 
• Support recruiting activities, including job postings, candidate communications, interview scheduling, and reference check coordination. 
• Assist with employee benefits administration, including enrollments, qualifying life events, employee communications, and routine benefits inquiries. 
• Maintain employee personnel files, Paylocity records, and HR documentation in accordance with organizational policies and legal requirements. 
• Assist with payroll preparation by reviewing timesheet approvals, tracking leave requests, and preparing payroll support documentation. 
• Prepare and distribute HR communications, employee announcements, policy updates, and routine reminders. 
• Track employee birthdays, anniversaries, training requirements, certifications, and compliance-related documentation. 
• Respond to routine employee questions and direct more complex matters to the Director of People & Culture. 
• Support HR projects, employee engagement initiatives, and process improvements as assigned. 
• Maintain strict confidentiality regarding employee, compensation, payroll, and personnel information. 

Accounting & Payroll Support (45%)  

• Perform monthly bank and balance sheet reconciliations. 
• Prepare and post journal entries, including accruals, reclasses, and corrections. 
• Maintain accurate and organized general ledger records in QuickBooks. 
• Reconcile point-of-sale and CRM systems to QuickBooks. 
• Review corporate card and expense management transactions for appropriate coding and supporting documentation. 
• Maintain supporting schedules and workpapers used during the month-end close process. 
• Monitor the accounting inbox and respond to routine vendor and internal inquiries. 
• Prepare draft financial statements and balance sheets for CFO review. 
• Assist with payroll documentation, reconciliations, and related accounting support activities. 
• Support annual audit preparation through organized recordkeeping and document collection. 
• Identify discrepancies, unusual transactions, or items requiring judgment and elevate them to the CFO for review. 
• Assist with accounting process improvements and internal control documentation. 

Other Duties (10%)  

• Assist with cross-functional operational projects and organizational initiatives. 
• Support continuous improvement efforts for HR and financial processes. 
• Provide administrative support related to Finance and People & Culture initiatives as assigned. 
• Perform other related duties as requested or assigned. 
• Adapt to evolving responsibilities as the organization grows and responds to changing operational needs. 

Requirements:

EXPERIENCE AND QUALIFICATIONS

Required: 

• High school diploma or equivalent. 
• Two or more years of experience in bookkeeping, accounting, payroll administration, human resources, office administration, or a related field. 
• Demonstrated ability to manage multiple priorities with strong attention to detail and follow-through. 
• Strong organizational and time management skills. 
• Ability to maintain confidential employee and financial information. 
• Experience coordinating schedules, projects, meetings, or administrative processes. 
• Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, and SharePoint. 
• Ability to learn and navigate HRIS, payroll, accounting, and workplace technology systems. 
• Strong interpersonal, customer service, and communication skills. 
• Ability to work effectively in a fast-paced, collaborative environment. 

Preferred: 

• Experience performing bank reconciliations, journal entries, bookkeeping, or month-end accounting activities. 
• Experience supporting payroll, benefits administration, onboarding, recruiting, or employee recordkeeping. 
• Associate degree in Accounting, Business, Human Resources, or a related field. Equivalent work experience may be considered in lieu of formal education. 
• Experience with QuickBooks, Paylocity, CRM, POS, HRIS, or similar business systems. 
• Experience working in a nonprofit organization. 
• Passion for early childhood learning, community engagement, and mission-driven work. 

 

To serve the best interest of museum patrons, for this role, KQCM will :  

• Conduct a criminal background check on all prospective employees. 
• Require proof of immunizations (TdaP, MMR, and Varicella) within thirty days of employment 

Applicants must be currently authorized to work in the United States on a full-time basis. 

KidsQuest Children's Museum will not sponsor applicants for work visas now or in the future and will not transfer sponsorship for employment visa status for this role.

Why Work for KidsQuest 

• Be a part of our mission to create learning through the power of play and exploration that connects children to their communities and the world. 
• Work in a collaborative and supportive team environment. 
• Gain experience across both Human Resources and Finance functions. 
• Join a dynamic organization that encourages growth, learning, and innovation. 
• Help support an organization making a meaningful impact on children and families throughout our community. 
• Work in a unique and engaging environment where creativity, curiosity, and collaboration are valued. 
• Join an organization committed to diversity, equity, inclusion, and belonging. 

Equal Opportunity Commitment 

KidsQuest Children's Museum is an equal opportunity employer committed to a diverse and inclusive workplace. We acknowledge that many of us live and work on the land of the Coast Salish people and honor their ongoing stewardship.