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Fiscal & Administrative Assistant

  • Full Time
  • Charleston
  • $45,000 - $50,000 / Year

West Virginia Food & Farm Coalition

About Us: 

The West Virginia Food & Farm Coalition is building the local food and agriculture system in West Virginia in a way that provides viable incomes for farmers and local food businesses and ensures all residents have access to local food. Farmers and local food and agriculture businesses are at the heart and soul of the local food movement; the Coalition seeks to first hear their voices and serve those who are fundamental to building resilient and robust food systems. 

Our compact, passionate team collaborates closely with our board, community partners, and stakeholders. Whether we’re on farm visits, facilitating community forums, or lobbying with legislators, our work varies from exhilarating field activities to intense proposal writing and reporting, all under tight deadlines and high standards. 

Our team operates both remotely and from our Charleston, WV office, maintaining a casual atmosphere and a flexible yet accountable work schedule. Travel for workshops and meetings is frequent, fostering teamwork and individual initiative alike. Our office is not only relaxed but also dog-friendly, reflecting the supportive and committed nature of our staff and board. 

Keep Your Faith Corporation is a small 501(c)(3) nonprofit organization that is hyperlocal to Charleston’s west side. Their roots are in childhood literacy and food security, but they have been expanding rapidly to operate an urban farm, grocery store, mental and behavioral health clinic with a team of counselors, and workforce development programming. Keep Your Faith Corporation is growing as an organization and while also growing their portfolio of grants to continue to serve their community. 

About You: 

This position is ideal for you if you: 

  • Have experience in bookkeeping, budget management, administrative support, and/or financial report generation. 
  • Have a background in working with grants and/or grant budgets. 
  • Enjoy creating calendars, schedules, and agenda and helping staff and leadership meet deadlines 
  • Are extremely detail oriented, numerically inclined, and meticulous in work that is imperative to the organization’s health. 
  • Check your work multiple times before submitting it for review. 
  • Enjoy shopping for supplies online, arranging travel and accommodations, and booking venues 
  • You are good at meeting deadlines 
  • Can listen to/read instructions and execute them well exactly. 
  • You can self-manage your time and workload– this means that you have the ability to develop an understanding of the work that is to be completed and can be self-motivated to complete the work without being instructed to do so 
  • Willing to pitch in outside of your area of expertise to keep the work of the Coalition moving forward and can do so in order to support the team with an excellent work ethic. 

About the Position: 

The position will support two organizations, the West Virginia Food and Farm Coalition (25 hours per week at WVFFCs office) and Keep Your Faith Corporation (15 hours per week at KYFCs office). The position, however, will be fully on WVFFC’s payroll/benefits system. 

This position will support WVFFC by: entering bookkeeping receipts through QuickBooks Online/MonkeyPod, invoicing, processing payments, budget reporting, grant financial reporting, payroll reconciliation, and bank/credit card reconciliation. The position will support day to day operations by processing supply orders, booking travel, and providing logistics support for event planning. 

This Position will support KYFC by: allocating expenses to grants and preparing files for the contracted accountant, maintaining grants’ budget to actual expenses, developing expense reports for grant reporting, maintaining the grant reporting timeline and helping leadership manage the reporting calendar, and completing state/federal documentation for grants. 

Position Responsibilities: 

  • Monitor daily transactions; determines and applies appropriate accounting treatment in advance of monthly reports to be reviewed by executive leadership.
  • Verify payments from customers, grantors, and other sources. Codes and prepares invoices to record revenue and accounts receivable. 
  • Verify receipt and payment of invoices associated with accounts payable and ensures payments are charged to the appropriate accounts, cost centers, and funding sources. 
  • Organize and maintain the office filing system
  • Compile purchase order requests of all staff; placing and expediting orders for supplies; and verifying receipt of supplies and needed paperwork to be filed at federal audit standards. 
  • Staff credit card expense reconciliation tracks down receipts, and codes transactions.
  •  Assist employees, vendors, and customers with transaction support, frequently asked financial questions, and following financial procedures. 
  • Maintain comprehensive and accurate records. 
  • Provide executive leadership team with audit assistance; gather necessary account information and documents to perform annual audit. 
  • Collect and analyze information to construct communications and memorandums of understanding and/or contracts for partners, consultants, and contractors.
  • Organize meetings, including scheduling, sending reminders, arranging for travel, and organizing catering when necessary. 
  • Answer or direct inquiries via email and telephone. 
  • Maintain knowledge of acceptable accounting practices and procedures. 

Qualifications: 

  • Excellent attention to detail 
  • Experience with QuickBooks Online and database management software preferred 
  • Team player that demonstrates a positive attitude towards the work even when certain aspects seem mundane 
  • Can independently manage multiple responsibilities, partners, and communications at times
  • The position is office-based in Charleston, WV – No remote work considered for this position. 

How to Apply: 

Applications should be sent with the following documents combined as a single .pdf file in the following order to Spencer Moss and Dural Miller at [email protected] with Financial and Administrative Assistant in the subject line. 

  • Resume 
  • Two-page cover letter that clearly and succinctly answers the following questions:
  1. Tell us a little about yourself and your ability to anticipate the needs of co-workers, supervisors, and the organization.
  2. Tell us about the experience that you have working on fiscally related tasks (If you have any experience working on federal grants related worksheets or forms, be sure to note that)
  3. Tell us about a time when you found an error in your work. How did it happen? How did you rectify the situation?
  4. Describe the procedures and/or tools that you use to keep track of tasks that require your attention.
  5. Tell us about an occasion when your schedule was upset by unforeseen circumstances. How did it make you feel? What actions did you take? How did you handle the situation?
  • Pertinent portfolio items optional 

Selection Schedule: 

  • Initial Interviews will be conducted via phone/teleconference, and will begin immediately for qualified applicants. 
  • Second interviews will be conducted on a rolling basis during until the right candidate is identified. 
  • The position will remain open until filled. 

Benefits Compensation: 

  • Position is full-time salary exempt at 40 hours per week. 
  • Healthcare Insurance is fully cover for the employee. 
  • Access to eye and dental insurance (employer pays half) 
  • Short-term/long-term disability and life insurance available 
  • 12 Sick leave days available immediately 
  • 11 Holidays available immediately 
  • PTO is available after 90 days and is prorated for the year based on the date of hire. Four weeks paid leave available after the first year of employment.
  • Retirement accounts and matching is available after six months of employment.
  • Compensation commensurate with relevant experience

To apply for this job email your details to evan@generationwv.org