Administrative/Accounting Assistant

The Administrative/Accounting Assistant supports the day-to-day financial, administrative, and executive functions of the Humane Society of Summit County. This position assists with incoming mail, daily deposits for HSSC and Happy Tails, financial recordkeeping, bank and credit card reconciliation documentation, month-end close and audit preparation, in-kind donation tracking, and paper and electronic records management. The Administrative/Accounting Assistant also provides administrative support to the President/CEO and Board of Directors by maintaining files and SharePoint resources, preparing and distributing meeting materials, coordinating meeting logistics, and assisting with organizational communications and reservations. Additional responsibilities include supporting office supply needs, special events, and fundraising activities. This position requires strong attention to detail, organization, time management, sound judgment, and the ability to maintain the highest level of professionalism and confidentiality.

1. Retrieve, sort, and distribute incoming mail daily.

2. Prepare, process, and reconcile daily bank deposits, including cash, checks, remote check deposits, and supporting financial reports; identify and report discrepancies as needed.

3. Collect, organize, and maintain deposit records, bank statements, credit card receipts, and other financial documentation in accordance with organizational recordkeeping procedures.

4. Transport bank deposits for HSSC and Happy Tails to the designated financial institution.

5. Assist with bank and credit card reconciliations by preparing and organizing supporting documentation.

6. Scan, electronically file, and maintain invoices, financial records, and administrative documents to ensure accurate record retention and accessibility.

7. Assist with month-end close, audits, and financial reporting by preparing accounting files and supporting documentation.

8. Process, track, and maintain documentation related to in-kind donations and donated goods and services, ensuring accurate records for reporting and audit purposes.

9. Maintain organized paper and electronic filing systems, including records retention and document archiving.

10. Provide administrative support to the CEO and Board of Directors, including preparing and organizing files, maintaining SharePoint sites, collecting and distributing Board and committee materials and minutes, coordinating meeting logistics, and assisting with communications and reservations.

11. Assist with office operations, including ordering and stocking office supplies and providing administrative support for special events and fundraising activities.

12. Maintain the highest level of confidentiality when handling sensitive financial, personnel, and organizational information.

13. Perform other related duties of a comparable nature as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.