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  • Administrative Assistant, Finance

    • Employer: Defenders of Wildlife
      Location: Washington, DC
      Country: United States
      Last Date to Apply: 02/29/2020
      Open Until Filled: No



    JOB TITLE:   Finance Administrative Assistant

    GRADE: 21

    SALARY: 40,000-42,000

    FLSA:  Non Exempt

    DIVISION/SITE: Headquarters, Washington DC 

    DEPARTMENT: Finance 

    REPORTS TO:  Vice President, Finance / CFO

    LAST REVISED:  December 2019

    Basic Summary:

    This position provides assistance to the Finance department.  This position includes a wide variety of responsibilities including cash receipts processing, record retention, and report distribution.

    Essential Duties and Responsibilities:

    ·         Cash Receipts:

    o   Retrieve all checks from secure lockbox

    o   Identify proper deposit processing for all checks

    o   Complete bank deposit using remote deposit capture

    o   Scan all deposited checks and related supporting documentation

    o   Forward deposit package for entry into the Accounting Database


    ·         Record Retention:

    o   Scan all completed journal entries, creating electronic images for access by Finance Department staff; file hard copies.

    o   Scan all completed accounts payable vouchers, creating electronic images for access by Finance Department staff; file hard copies.

    o   Scan all completed State Solicitation Registration packages, file hard copies

    o   Maintain the physical records of the Finance Department in accordance with established record retention, including annual transmission of documents to offsite storage location


    ·         Report Distribution:

    o   On a monthly basis, distribute budget vs. actual and supporting GL detail reports to staff

    o   On a monthly basis download all bank and investment account statements

    o   On a monthly basis download and distribute monthly credit card statements

    o   On an annual basis, distribute approved budget reports to staff

    o   Mail Finance Department documents as necessary


    ·         Accounts Payable

    o   Set up vendor records in Accounting database based upon completed W-9’s

    o   Maintain up-to-date vendor list on intranet

    o   Follow up with staff for documents / information missing from Accounts Payment submission

    o   Clear checks within the Accounting Database

    o   Follow up with payees on outstanding checks


    ·         Other duties as assigned



    Associate Degree or equivalent in related discipline


    1+ years administrative experience

    An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.


    ·         Strong attention to detail

    ·         Strong organizational skills

    ·         Excellent verbal and written communications skills

    ·         Ability to exercise sound judgment with attention to details and ability to quickly learn new skills

    ·         Ability to work well under pressure and tight deadlines while balancing competing assignments

    ·         Ability to work collaboratively as a member of a customer service-minded department in serving the needs of a dynamic and growing organization

    ·         Must be able to handle sensitive and confidential matters with discretion

    ·         Ability to work professionally with people at all levels of the organization


    Work Expectations:

    Work Environment:

    General office working conditions, the noise level in the work environment is usually quiet.

    Physical Demands:

    While performing the duties of this job, the employee is regularly required to use a computer and communicate with others while doing so.

    All employees are required to satisfactorily perform the essential duties and responsibilities of their positions. The essential duties and responsibilities listed above are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

    How to Apply:

    Interested applicants please apply with a cover letter through our jobs portal at http://www.defenders.org/jobs

    About Defenders:

    Defenders of Wildlife is a national, non-profit membership organization dedicated to the protection of all native wild animals and plants in their natural communities. Our employees work in an environment that is inclusive and honors each of our unique perspectives and backgrounds. We believe that the conservation of biological diversity is best advanced by the contributions of people of diverse backgrounds, experiences, beliefs and cultures.  We strive toward a collective goal of including all people in the conservation of our Nation’s wildlife and wild places.

    Visit Our Values and Diversity page to learn more about who we are and how we operate.


    It is the policy of Defenders of Wildlife to provide equal employment opportunity to all qualified individuals without regard to their race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, or any other characteristic protected by law, in all personnel actions.



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