Extended Application Deadline: July 4, 2022
The American Civil Liberties Union of Washington (ACLU-WA) is seeking a detail-oriented Finance Associate. Reporting to the Director of Finance, the Finance Associate is responsible for donor gift processing and reconciliation, assisting the Director of Finance with accounting, compliance, and auditing and supporting the People Services team. This job demands close attention to detail and accuracy.
OVERVIEWThe ACLU of Washington is a leader among state affiliates of the American Civil Liberties Union, the country's premier guardian of liberty. We work in courts, legislatures, and communities to protect and extend American rights to freedom, fairness, and equality. The ACLU is both nonprofit and nonpartisan. We have a staff of 45+ and are supported by more than 135,000 members, activists, and donors.
The ACLU of Washington is committed to ending racism in Washington State and throughout the country. This includes how we work with each other, and with our partners and allies in the communities we serve. We are committed to bringing anti-racism to all aspects of ACLU-WA's internal and external functions, including but not limited to recruitment; hiring and human resources; strategic planning; ally, donor, and volunteer relations; Board and committee processes; and deciding what cases to litigate and what legislation to support and oppose. We are looking for candidates who share this commitment to advancing racial justice, both internally in our organization and externally in the communities that we serve.
This role is part of the Finance Department that is led by the Director of Finance. The Finance Department is responsible for the financial health and well-being of ACLU-WA. We work as a team to support our staff and understand that advancing racial justice starts internally through the vendors we select, the policies we create, and the culture we build.
*Please note: the ACLU-WA is closely following the 2019 Novel Coronavirus Disease (COVID-19). Currently, we have begun transitioning back to the office and hope to open fully under our new Hybrid Work Policy in the summer. We will continue to carefully monitor public health pronouncements and recommendations.
To aid remote work, we provide laptops, home office supplies, certain equipment, and technology support. You will need an effective WiFi connection and a way to reach you by phone. This position is eligible for either a work phone or phone stipend, as well as an additional $100 stipend each month to help cover any additional costs while working from home.
The ACLU is an equal opportunity employer. We value a diverse workforce and an inclusive culture. The ACLU encourages applications from all qualified individuals without regard to race, color, religion, sexual orientation, gender, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status, socio-economic circumstance, or record of arrest or conviction. We do not conduct criminal background checks on our candidates. People of color, women, LGBTQ people, and people with disabilities are especially encouraged to apply.
- Participation in ACLU-WA’s race equity work. This may include utilizing ACLU-WA race equity tools, adopting ACLU-WA race equity practices, serving on the Race Equity Team or subcommittees, etc.
- Help maintain a positive, respectful, and welcoming environment for employees, interns, and volunteers.
- Additional responsibilities as assigned.
Database Processing and Reconciliation
- Scan and print required documents needed to collect information for data entry.
- Enter gifts and pledges into the database.
- Prepare timely acknowledgment letters.
- Maintain and manage electronic files.
- Review all data for errors and report any unusual findings to the Finance Director.
- Flag duplicate accounts for combining.
- Run reports and provide support for the monthly and annual financial reconciliation in collaboration with the Finance Director and the National office.
- Receive and review payment requests (invoices, expense reports, check requests) for proper approval/coding.
- Generate accounts payable checks, using the MIP accounting program.
- Research and resolve outstanding accounts payable checks monthly.
- Prepare monthly department expense reports.
- Help maintain accurate, clear, and accessible accounting records.
- Assist in general ledger account and credit card reconciliation.
- Assist with external audits.
Compliance and Auditing
- Maintain and regularly audit the contract database including a dashboard of relevant information (inception date, ending date, payment terms, etc.).
- Maintain and regularly audit accounts payable files for all vendors to ensure that IRS W9 forms are on file where appropriate.
- Maintain a calendar of all organizational compliance filing deadlines.
- Regularly audit our Public Disclosure Commission account to ensure that all relevant lobbying filings are present.
- Regularly audit vacation and sick leave balances for proper accrual and inform employees when their balances are near the carryover limit.
- Maintain compliance protocols in accordance with Federal, State and Local regulations.
- Participate as a member of the People Services team; be available to support as needed. This could include serving as back-up for answering the phones and checking mail when Operations team is unavailable; leading meetings and taking notes as needed; participating in projects that involve improving work culture and office operations; and composing correspondence on behalf of the team.
- Help facilitate communication and enhance relationships between the Finance Department and other departments in the organization.
- Be knowledgeable about office processes and procedures.
- Help staff with inter-office events (set-up, food ordering, etc.) as needed.
- Prior administrative experience, preferably in a non-profit environment.
- Basic accounting knowledge or experience in bookkeeping and accounting, preferably in a non-profit environment.
- Computer and technology proficiency including mastery of MS Office Suite and Adobe Acrobat Professional, or proven ability to troubleshoot and learn new software. Strong proficiency in Salesforce or other CRMs is a plus.
- Demonstrated ability to analyze and communicate significant amounts of information across teams.
- Understanding of and commitment to confidentiality.
- Ideal candidates will have an awareness of, and willingness to engage in, the difficult and transformative work of challenging systems of oppression, institutional and structural racism, and implicit bias.
- A personal approach that values the individual and respects differences of race, ethnicity, age, gender identity and expression, sexual orientation, religion, ability, and socio-economic circumstance.
- Excellent organizational skills required. Ability to create systems, handle multiple projects, and see them through. Strong attention to detail and follow-through is a must.
- Demonstrated ability to resourcefully solve problems and follow through with a minimum of direct supervision.
- Excellent interpersonal skills: the ability to develop and maintain good working relationships with visitors, volunteers, staff, and external contacts over the phone, by email, and in person.
- An understanding of and commitment to the mission, vision, and goals of the ACLU-WA.
- All educational backgrounds are encouraged to apply.
The ACLU-WA office is generally open between the hours of 9a.m. and 5p.m. and is located in downtown Seattle. The physical demands and work environment described below represent those required and encountered by an employee to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Able to input information into a computer for long periods of time.
- Able to remain stationary for extended periods.
- Able to assess information communicated through a computer.
- Able to communicate on the phone.
This job description provides a general but not comprehensive list of the essential responsibilities and qualifications required. It does not represent a contract of employment. The ACLU reserves the right to change the description and/or posting at any time without advance notice. This position is “non-exempt” under the Fair Labor Standards Act
COMPENSATION AND BENEFITSThe ACLU of WA is dedicated to centering equity in all aspects of the organization and, as such, has adopted a salary scale for measuring how to best compensate its employees. The salary for this position is $60,000. For purposes of calculating overtime, the hourly rate of pay is $32.97. Non-exempt employees observe a 35-hour work week with a 1-hour lunch break.
Benefits include three weeks of vacation, thirteen sick days, fifteen holidays, fully paid employee medical, dental, vision, and disability insurance, a generous retirement plan, and an ORCA card, the regional transportation pass.
APPLICATION PROCEDURETo apply, please submit a cover letter and resume on our online job portal. In your cover letter, please explain ways in which you satisfy the skills and qualifications specified above. We also invite applicants to include in their letter information about how their background and/or experiences could contribute to the diversity, cultural vitality, and perspective of our staff and advocacy work.
Applications will be accepted until June 19, 2022, at which time the job announcement will be marked as “closed” on our website at www.aclu-wa.org/careers.
HIRING TIMELINEWe will schedule interviews with qualified candidates after the close date and hope to have the selected candidate start in August.
The ACLU of Washington comprises two separate corporate entities, the American Civil Liberties Union of Washington, Inc. and the American Civil Liberties Union of Washington Foundation. The two corporations share the same overall mission, office space, and employees. This job posting refers collectively to the two organizations under the name “ACLU of Washington”.