Job Description

JOB OVERVIEW

This role supports daily administrative operations with a focus on bookkeeping and HR. The ideal candidate is detail-oriented, organized, and comfortable handling confidential information while juggling a variety of administrative tasks. You will serve as a critical liaison between HR, Finance, and Program teams.

ESSENTIAL JOB FUNCTIONS

Bookkeeping & Financial Administration

● Process vendor invoices and ensure proper documentation for payments.

● Submit monthly invoices on the DHS Passport system in coordination with the Finance team.

● Assist with petty cash tracking and reconciliation.

● Support monthly credit card reconciliation (collect receipts, match to statements).

● Maintain vendor contact information and assist with W9 collection and filing.

● Help coordinate payroll adjustments and timekeeping reports.

● Enter financial data into QuickBooks or designated accounting system.

● Prepare simple reports or summaries for finance or audit reviews.

● Ensure backup documentation is scanned and saved properly.

● Assist with preparation for financial and contract audits, including gathering requested documents and coordinating with auditors.

● Fulfill other duties aligned with the scope and responsibilities of the position.

HR/Administrative Support

● Assist with recruitment coordination (scheduling interviews, managing calendars, etc.).

● Support onboarding/offboarding processes, including I-9 verification and welcome emails.

● Help maintain accurate employee records ADP and all spreadsheets.

● Track trainings, certifications, and compliance requirements.

● Assist with benefits administration (enrollments, terminations, and changes).

● Monitor employee document submissions and update digital personnel files.

General Office Administration

● Maintain a clean and organized office environment.

● Answer phone calls, greet visitors, and manage mail distribution.

● Order and track office supplies and equipment.

● Schedule meetings, interviews, and staff events.

● Provide general support to management and staff.

EDUCATION & CERTIFICATION

● Associate’s or Bachelor's degree preferred

● Familiarity with ADP, QuickBooks, or other accounting/HR platforms required

QUALIFICATIONS & PREFERRED SKILLS

● 2+ years of administrative experience, preferably in HR and/or bookkeeping.

● Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

● Excellent organizational skills and attention to detail.

● Ability to maintain confidentiality and handle sensitive information.

● Strong written and verbal communication skills.

How to Apply:

Visit midwayliving.org/workforce and apply for the ‘Assistant Bookkeeper’ position

Experience Required

1-2 years