Administrative Assistant - Finance and Southwest Office

The Institute for Applied Ecology seeks a full-time Administrative Assistant for its Finance and Southwest Office. This role involves providing operational support to the finance team and office staff, including managing expense reports, credit card transactions, and financial documentation. The position is hybrid, requiring at least three days in the Santa Fe, NM office per week. IAE values diversity and encourages applications from all backgrounds.
About The Institute For Applied Ecology

The Institute for Applied Ecology (IAE) is a non-profit founded in 1999 with a mission to conserve native species and habitats through restoration, research, and education. Our vision is a world where all people and wildlands are healthy and interact positively, biological diversity flourishes, and environmental challenges are met with a social commitment to solving problems with scientific principles.

IAE values diversity and equity, and we encourage applications from all groups of people. We recognize that the strength of IAE is in our people, and we believe that every employee has the right to work in surroundings that are free from all forms of unlawful discrimination and harassment. IAE does not and will not discriminate in employment and personnel practices, and our commitment to equal employment opportunity applies to every aspect of the employment relationship.

Studies have shown that Black, Indigenous and People of Color (BIPOC), women and other marginalized groups are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for the role.

Incomplete applications will not be accepted. IAE will not sponsor H1B visas. Non-U.S. residents must also include a copy of their work visa.

Closing date: Open until filled. Initial application reviews begin March 17.

Position start date: April 1

Number of available positions: 1

Location: Santa Fe, NM (Hybrid, requiring at least 3 days in the office per week)

Status: Full-time, Hourly, Non-exempt

Compensation: $20.45 - $25.50; most employees start at the lower half of this range

Position Overview

The Administrative Assistant – Finance and Southwest Branch supports IAE’s mission-focused work by providing operational and logistical support to IAE’s finance team and our Southwest Branch office staff. Reporting to the Deputy Director (Corvallis, OR), the Administrative Assistant 1 works closely with IAE’s Controller (Phoenix, AZ) and Southwest Branch Director (Santa Fe, NM) to provide support to both teams with a respectful, constructive, and energetic style guided by the mission and values of the organization.

Principal Job Functions

Finance Support:
• Assist with filling, tracking, and completion of employee expense reports, corporate credit card transactions, timesheet and invoice approvals, vehicle mileage, and other documents and accounting processes
• Assist with the management of credit cards, including issuance of cards to new employees, and the expense reporting of cards.
• Compile documents to support the development of invoices, auditing, or other financial needs
• Compile, edit, and format financial reports and budget documents for use by Executive Staff and Board
• Submit and track grant reports (e.g., annual, quarterly), budget modifications, and proposals in coordination with Program Directors

Administrative And Office Support
• Provide Southwest Branch Office and facility management, including procurement, oversight, and management of:
• * Office supplies, equipment, and furniture;
• Facility licenses and maintenance;
• Crew equipment and safety supplies
• Office safety, security, and upkeep
• Office technology, including printers and internet services
• Postal and shipping needs
• Coordinate and support Southwest Branch office events, communications and documentation needs related to:
• * Staff meetings, including scheduling, agendas, notetaking,
• Administrative data, office policies and procedures
• Staff roster, contact information, expense reports
• Subcontractor agreements and invoicing
• Assist with logistical planning in the Southwest Branch Office for:
• * Team building celebrations and other events (e.g., workshops, tours)
• Remote-based crew housing and administration needs
• Staff travel needs
• Assist with the management and tracking of IAE’s vehicle fleet and rental vehicle needs, including:
• * Vehicle records including mileage logs, servicing and maintenance
• Vehicle purchases, insurance and registration coordination
• Coordinate the maintenance and service of the Southwest Branch Office’s vehicles

The exact proportions of each of these duties will shift during the course of normal operations to best adapt to the priority needs of the organization.

Qualifications

Essential Skills and Experience:
• 2 years of successful administrative support, accounting clerk, or office management responsibilities
• Experience managing and coordinating several projects and tasks simultaneously
• Excellent organizational and communication (written and oral) skills
• Strong attention to detail
• Mastery of office equipment and technology
• Proficiency with Microsoft Office applications and Google Suite
• Collaborative team member, positive attitude, and ability to work with a diverse staff
• Ability to respect confidential information
• Valid driver’s license and good driving record

Desired Skills And Experience
• 2+ years of bookkeeping or related experience
• Grant management and tracking experience
• Quickbooks, Sage Intacct, or other accounting software experience
• Facilities and/or fleet management experience

Physical Challenges
• Must be able to lift and/or move items weighing up to 20 pounds
• Must be able to operate a vehicle
• Must be able to complete tasks in an occasionally noisy environment with frequent interruptions
• Ability to remain in a stationary position, often sitting or standing for prolonged periods

This position announcement does not necessarily represent a complete and inclusive list of all duties encompassed in this position but rather serves to provide the general overview and expectations of the role.

The Pay Range For This Role Is

20.45 - 25.50 USD per hour(Santa Fe, NM)

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