Job Description

Full job description

The Administrative/Accounting Assistant will work directly with the Executive Director and Program Managers (PM) and will be responsible for performing several accounting/administrative duties. The ideal candidate is highly self-motivated, professional, capable of managing their workload and prioritizing tasks in a fast-paced non-profit environment and has good basic accounting knowledge and experience.

Description

Job Title: Administrative/Accounting Assistant

Part-time & Non-Exempt Position – 0.60 FTE (3 days/24 hours/week)

Office Location: 310 8th St, Suite 303, Oakland, CA (Hybrid available)

Posting Date:12/10/24

About the Organization:

DHTI, a community-based non-profit organization located in Oakland, CA, is dedicated to helping internationally trained immigrants with healthcare training enter the U.S. healthcare workforce and to help healthcare employers diversify their workforce to be responsive to the needs of their patient population. Established in 2011, DHTI is the only organization in the East Bay counties (Alameda and Contra Costa) of the San Francisco Bay Area, providing career coaching, language classes, and soft skills training specifically focused on allied healthcare professions. Our unique target population is immigrants and refugees, especially those who have health training and work experience in their home countries and need assistance in the U.S. to re-enter the healthcare field.

Position Summary:

The Administrative/Accounting Assistant will work directly with the Executive Director and Program Managers (PM) and will be responsible for performing several accounting/administrative duties. The ideal candidate is highly self-motivated, professional, capable of managing their workload and prioritizing tasks in a fast-paced non-profit environment and has good basic accounting knowledge and experience.

Working with the DHTI staff, the PMs, and Executive Director, the Administrative/Accounting Assistant will act as an administrative and accounting point of contact between the Executive Director and internal/external demands. This position requires you to work in-person in our Oakland office two days a week, with the flexibility to work from home one day a week.

Key responsibilities and duties include:

• Act as administrative and accounting point of contact between management and internal/external demands
• Draft, proofread, and edit correspondence, reports, and other documents as assigned
• Prepare meeting agendas, take meeting minutes, and distribute them to attendees
• Plan and organize company events, including team building activities, offsite meetings, and client events
• Handle confidential and sensitive information with discretion
• Assist with preparing presentations, grant management materials, and reports
• Liaise with internal and external stakeholders on behalf of the Program Managers and Executive Director
• Monitor and respond to emails and phone calls on behalf of the Program Managers and Executive Director
• Manage office supplies and equipment, and liaise with vendors as necessary
• Prepares signatures, providing tech equipment, and inventorying equipment;
• Perform other duties as assigned
• Manages admin@dhti.org and info@dhti.org email accounts and route inquiries/emails to appropriate staff, or external resources.
• Finance and Accounting Support and Documentation:
• Oversees program participants’ incentives and stipends for proper workflow, reimbursement, documentation, and expense reporting to grantor as needed;
• Assists in preparing financial statements for annual audit end of year;
• Checks emails daily for incoming bills to be approved and processed for payment;
• Supports Staff to ensure:
• Staff submits timely Purchase Requests, RAMP, Expense and Mileage Reimbursements, and Payment Authorizations with back-up receipt documentation in Monday.com, RAMP, and SharePoint folders. File and upload to Finance in SharePoint for Accounting to remit payment;
• invoices are filed and saved in SharePoint folders;
• all necessary documents, contracts, personnel, and financials are properly signed and completed, then saved in appropriate SharePoint files;
• reconciles bank Visa monthly after the 24th billing cycle. Obtains all permissions and provide documentation for purchases;
• uploads any statements received to the bank Visa folder monthly;
• timely deposit checks and verify accuracy on statement;
• Other duties as assigned.

Minimum Required Qualifications:

• Graduation from an accredited college with an Associate's degree in administration, business administration, public administration or related field; has taken 2 basic accounting courses; AND two (2) years of full-time, paid experience in a lead accounting/administrative support function, OR
• Six (6) years of full-time paid experience in an accounting/administrative support function, two (2) of which must be in a lead worker capacity;
• Prior experience operating within a highly confidential position

Qualifications Preferred:

• Strong organizational skills and ability to prioritize tasks
• Excellent communication skills, both verbal and written
• Ability to handle confidential and sensitive information with discretion
• Proficient in Microsoft Office, Google Suite, QuickBooks Online (QBO) and other relevant software
• Ability to work independently and collaboratively
• Strong attention to detail and accuracy

Physical Requirements:

These work environment factors are general.

CONSTANT: Work with others and work inside.

FREQUENT: Near vision; visual accommodation; hearing within 5 feet and up to 20 feet; use of fingers; sit; talk/speak; and customer/public contact.

OCCASIONAL: Lift and carry up to 10 pounds; midrange vision; grasp; handle; move about; reach; stand; static neck position; work alone and with others. All positions are subject to a background check.

Compensation: $30/hr for 3 days/week (24 hours/week) part-time; non-exempt position.

BENEFITS: Pro-rated Vacation and Sick Leave, Paid Holidays, and full health Insurance (medical, dental, vision).

Equal Opportunity Employer:

DHTI is committed to providing equal opportunity to all qualified persons regardless of race, color, citizenship status, national origin, ancestry, gender, pregnancy, sexual orientation, gender identity, genetic information, age, religion, creed, physical or mental disability, marital status, veteran status, political or religious affiliations, or any other characteristic protected by law (“Protected Status”).

To apply: Please send a cover letter and resume to HR@dhti.org. The cover letter should

state why you are interested in this role and how your experience and skills are relevant. References and transcripts should be available upon request.

Visit for more information about DHTI.

Thank you for your interest.

Salary

$30 - $30 per hour

Job Tags

Remote job, Hourly pay, Holiday work, Full time, Part time, Work experience placement, Work alone, 2 days per week, 3 days per week, 1 day per week,

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