Accounting/Administrative Assistant

GreenForce - Portland, OR

Job Description: Accounting/Administrative Assistant

Full-time – 40 hours – 8-5 or 9-6 with an hour lunch (negotiable)

Wage - $16 - $20 per hour DOE

Benefits: Medical, 401k, Sick Time


This position is responsible for accounting and human resource administrative functions required for financial management and compliance to all applicable laws. This position reports to the Director of Finance.

Duties and Responsibilities


Responsible for the accounting operations of the organization, including but not limited to, the production of financial reports, maintenance of a compliant system of accounting records, and a comprehensive set of controls designed to mitigate risk and enhance the accuracy of the organization’s reported financial results. This position will prepare and maintain records that are reviewed and used by an outside CPA firm to prepare tax returns and perform the annual financial audit.

Principal Responsibilities:

  • Oversee processing of accounts payable and ensure prompt payment of payables
  • Prepare accounting reports related to payroll and accounts payable
  • Oversee and maintain contact with related vendors
  • Maintain an orderly and accurate financial filing system
  • Maintain an accurate chart of accounts
  • Prepare accurate monthly financial statements
  • Comply with local, state and federal government reporting requirements
  • Purchase supplies and equipment as authorized by Director of Finance
  • Tag and monitor fixed assets and equipment
  • Ensure all bills and invoices are paid within terms
  • Prepare reports for the director of finance and Finance Committee as requested
  • Work with the auditor to facilitate the completion of the annual audit
  • Maintain updated policies and ensure compliance to all policies
  • Perform other related duties as assigned by management


Ensure compliance in day-to-day operations of human resource and payroll duties. Duties include but are not limited to the following areas: employment, payroll, employee relations, orientation and training, benefits, compensation, organizational development, and administration.

Principal Responsibilities:

  • Process Payroll in an accurate and timely manner (using an outside payroll provider)
  • Ensure accurate and timely compliance with all duties related to IRS, Workers Compensation, and the Department of Labor
  • Ensure timely processing of all year-end documents including but not limited to W-2’s, 1099’s, etc.
  • Maintain employee personnel files
  • Manage group benefits enrollment and administration including health, dental and life insurance, 401K program, PTO, and COBRA administration and compliance
  • Manage worker’s compensation administration, including accident reporting requirements and claims management
  • Maintain and update Employee Handbook and Benefits Manual
  • Serve as point of contact for all payroll/benefits inquiries and complaints, ensuring prompt, courteous and appropriate resolution
  • Process background checks and all city clearances, ensuring compliance with all local, state and county laws, licenses and accreditations
  • Reconcile monthly benefits statements
  • Perform payroll/benefit related reconciliations to the General Ledger and other accounts
  • Maintain all required insurance policies including but not limited to liability, vehicle, Workers’ Compensation, etc.
  • Assist with recruitment, interviewing, hiring, orientation, and termination
  • Create and maintain accurate job descriptions
  • Oversee facilities maintenance
  • Perform other related duties as assigned by management



  • Experience in HR
  • Associates Degree in business or related field required, Bachelors preferred
  • Experience in bookkeeping and knowledge of generally accepted accounting principles
  • Knowledge of principles and techniques of technical record keeping
  • Ability to research, analyze, and retrieve data necessary to complete duties
  • Ability to perform mathematical computations accurately as well as the ability to identify and correct errors
  • Proficiency in QuickBooks, Excel and Microsoft 365
  • Familiarity with local, state and federal employment related laws
  • Strong written and verbal communication and interpersonal skills
  • Ability to work with a wide range of personalities and manage conflict in a professional, productive manner
  • Strong organizational skills and attention to detail
  • Skilled at managing time and multiple priorities to carry out assignments in a timely and thorough manner
  • Commitment to professional and ethical standards
  • Ability to handle sensitive information and maintain confidentiality
  • Ability to pass criminal background check

Physical Requirements: Standing, sitting, typing, bending, and lifting up to 35 pounds.

Posted On: Thursday, May 9, 2019
Compensation: $16-20/HR DOE

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