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Office Associate

Position Open: 12/14/21 –until filled.

ATVP is a not for profit organization that serves both Whitman County, Washington and Latah County, Idaho, offering direct services to victims and survivors of domestic, sexual violence, child abuse and stalking, along with community education programming. We are seeking a Full-Time Office Executive Associate who will provide a variety of critical operating and administrative services under direct supervision of the Executive Director. The position is based out of Pullman, WA.

  • All applicants must be familiar and agree with ATVP’s mission statement and philosophy regarding support to survivors.
  • ATVP is an equal opportunity employer and our agency is committed to a culturally and ethnically diverse work place.
Position:Full Time Office Associate
Reports to:Executive Director
Terms:Non-exempt. (40hours per week). Some eves and weekends required. Health, vision, and dental benefits included.
Starting Rate:$18.00-$22.00/hour, DOE
Benefits:Paid holidays, vacation and sick. Employee Assistance Program available.
Location:Pullman Office Location
Start Date:Immediate

Applicant Information

The job description is provided below, please read it carefully. The following materials are required for application and will be considered an example of your communication skills and evaluated as part of the screening process.

The application consists of:

  1. Cover Letter.
  2. Essay. (limit 1 page) Please address how your background, experience and personal philosophies are applicable to this position.
  3. Chronological work/education experience Resume.
    1. Whether paid or volunteer
    2. Hours worked
    3. Reason for leaving each position.

All items must be submitted for applications to be considered complete. Incomplete applications will not be considered. Position is open until filled. First applicant review date of Dec 22, 2021.

Send completed applications to Andrea Piper-Wentland, Acting Director ATVP, PO Box 37, Pullman, WA 99163 OR email completed applications as PDF files to asst.director@atvp.org.

Alternatives to Violence of the Palouse

Mission: ATVP empowers individuals affected by domestic violence, sexual assault and abuse and stalking. We work to create a safe and equitable community through education and prevention.

Vision: We envision our community being safe, equitable and free from oppression.

Inclusion Statement: ATVP affirms the right of each person to live without fear of the threat of violence. We recognize that all forms of oppression create a climate which enables gender based violence. We honor and advocate for individual autonomy and self- determination for members of our community. We believe that education is the foundation of creating a safe and equitable community, and the inclusion of youth is imperative for sustainable social change.

Tag Line: Educate. Empower. Prevent.

Responsibilities and Duties

  1. Perform all work in a culturally responsive manner consistent with ATVP’s mission statement
  2. Basic bookkeeping and financial services as assigned by the Accounting Manager and/or Executive Director
  3. Payroll processing and tracking
  4. Coordinate general office & direct service support / contract deliverable supports, including:
  5. Assist with reading, reviewing, and ensuring compliance of agency contracts. 
  6. Administrative/Operational support for agency fundraising events.
  7. Attend relevant training sessions (including self-directed study) and professional development activities as assigned by the Accounting Manager and/or Executive Director within existing budget constraints to ensure current knowledge and skills. 
  8. Assist and support the Executive Director in an administrative capacity as needed for the smooth running of the agency.
  9. Represent the agency and its constituents at community events as designated.
  10. Documentation and statistical data entry.
  11. Maintain agency and client confidentiality as required by ATVP policy.

Minimum Qualifications

  1. An understanding, and agreement with ATVP’s mission statement.
  2. Demonstrated relevant work history in office administration
  3. Ability to be diplomatic and tactful while maintaining a strong victim-centered perspective.
  4. Ability to work collaboratively with others.
  5. Strong self-motivated worker.
  6. Ability to embrace a team philosophy.
  7. Confident computer skills.
  8. Ability to pass criminal background check.
  9. Current driver’s license and insured vehicle.
  10. Ability to lift 20lbs and navigate stairs.
  11. Must be a resident of Whitman or Latah County.
  12. Proof of COVID-19 vaccination.

Desired Background

  1. Multiple years of relevant experience in non-profit office management/bookkeeping.
  2. Familiarity and use of QuickBooks.
  3. Excel proficiency.
  4. Direct experience with invoicing and vendor relations.
  5. Bilingual in Spanish or Chinese.

Alternatives to Violence of the Palouse

Mission: ATVP empowers individuals affected by domestic violence, sexual assault and abuse and stalking. We work to create a safe and equitable community through education and prevention.

Vision: We envision our community being safe, equitable and free from oppression.

Inclusion Statement: ATVP affirms the right of each person to live without fear of the threat of violence. We recognize that all forms of oppression create a climate which enables gender based violence. We honor and advocate for individual autonomy and self- determination for members of our community. We believe that education is the foundation of creating a safe and equitable community, and the inclusion of youth is imperative for sustainable social change.

Tag Line: Educate. Empower. Prevent.

Job Description

The ATVP Office Associate will provide a variety of direct grant and contract support as well as critical administrative services for ATVP under the guidance of the Accounting Manager and under the direct supervision by the Executive Director.

  • Basic bookkeeping and financial services as assigned by the Accounting Manager and/or Executive Director, including:
  • Preparation of payroll (E)
  • Accounts Receivable and Accounts Payable
    • receive and track incoming bills to ensure payment in a timely manner; (E)
    • prepare vendor invoices for approval, (E)
    • prepare checks for signature, (E)
    • arrange signatories to sign checks, (E)
    • distribute/deliver/remit checks to payees; (E)
    • receive incoming money, (E)
    • photocopy checks received and electronic funds transfers; (E)
    • assist in banking activities (E)
  • Reconcile Pullman office petty cash and bank statements on a monthly basis. (E)
  • Assist with recording and documenting activities appropriately to meet legal, policy and contract /grantor/funder needs. (E)
    • Assist with providing necessary documentation and preparation and submission of financial reports for grantors and contractors; (E)
    • Assist with the annual audit as directed by the Accounting Manager and Executive Director; (E)
  • Value and enter in-kind gifts into QuickBooks to match with donor database on a monthly basis; (E)
  • Maintain donor database to track annual donor lists for both in-kind and cash donations; (E)
  • Coordinate general office & direct service support / contract deliverable supports, including:  Office/operational supplies
    • Obtain approval for, and purchase routine and special office/operational supplies within the approved budget; (E)
    • Ensure that supplies are available to all ATVP locations on a systematic basis; (E)
    • Work with direct service advocates to oversee direct service spending to support grantor activities; purchase supplies and food for direct service activities such as shelter groceries, support group supplies and outreach supplies as well as other specific activities to ensure grant deliverables are met. (E)
  • Act as liaison to vendors, businesses, etc.
  • Run errands; distribute the mail and take the mail to the post office daily (Monday – Friday);
  • Ensure accurate and timely (at least on a weekly basis) filing of ATVP documents
  • Oversee/manage health/staff benefits and insurance of agency insurance needs;
  • Assist in New Employee Orientation through production of new employee paperwork and training schedule;
  • Oversee the swift payment of emergency funds to program participants as appropriate
    • Ensure all paperwork and policies are followed
    • Ensure grantor guidelines are met
  • Maintenance of agency equipment logs to track equipment purchased with grant funds;
  • Assigning equipment to the appropriate program staff;
  • Troubleshooting office equipment and providing basic maintenance and upkeep for equipment;
  • Basic website maintenance, to include updates for fundraising events, etc.; (E)
  • Contract Review and Compliance
  • Assist with reading, reviewing, and ensuring compliance of all contracts.  To include:
    • Providing guidance on policy updates
    • Providing guidance on yearly plan deliverables
    • Providing guidance on operations practices.
  • Fundraising Support
  • Assist with the yearly fundraising activities as requested by the Accounting Manager and/or Executive Director in line with the current fundraising plan.  To include:
  • Member of the events committee.
  • Assistance in executing agency fundraising events.
  • Related PR for fundraising events.
  • Donor management, tracking, and acknowledgement.
  • Attend relevant training sessions (including self-directed study) and professional development activities as assigned by the Accounting Manager and/or Executive Director within existing budget constraints to ensure current knowledge and skills.  (E)
  • Assist and support the Executive Director in an administrative capacity as needed for the smooth running of the agency. (E)
  • Maintain confidentiality of all agency-related information. (E)

All duties will be performed in line with current agency fiscal management policies to uphold segregation of duties and maintain internal controls.

NOTE:  Availability of transportation, a valid driver’s license, and minimum required auto insurance are required to be able to meet job responsibilities.  Some evening/week-end hours may be required.