Finance & Administrative Coordinator

About Thriving Together NCW

Thriving Together NCW is a nonprofit public health agency with 13 employees, based in East Wenatchee, WA. We believe that everyone deserves the opportunity to live a healthy, connected, and fulfilling life. We bring together healthcare and social service providers, community-based organizations, public agencies, and local leaders to address complex health and social challenges across North Central Washington.

Guided by our mission of advancing health and well-being throughout the region, we serve as a trusted convener, connector, and catalyst for systems change so that all people and places can thrive—no exceptions.

Position Summary

This position reports to the Sr Director of Operations and plays a key role in supporting the financial and administrative operations of Thriving Together NCW. This position provides day-to-day bookkeeping and financial coordination, administrative and office operations support, records management, and logistical support for organizational meetings and events.

Working closely with the Senior Director of Operations, Operations Manager, and contracted accounting and financial professionals, the Finance & Administrative Coordinator helps ensure that financial transactions, documentation, and administrative functions are timely, accurate, organized, and appropriately supported. The position serves as an important internal connection between organizational operations and external financial contractors.

The ideal candidate is highly organized, detail-oriented, resourceful, and proactive, with strong financial and administrative skills and the ability to manage multiple priorities in a mission-driven environment.

Primary Duties

Finance & Bookkeeping Support — 40%

· Coordinate day-to-day financial transactions and bookkeeping activities in collaboration with the Senior Director of Operations and contracted accounting professionals.

· Process accounts payable, including collecting invoices, confirming appropriate documentation and approvals, coding expenses, and preparing payments for processing.

· Support accounts receivable activities, including preparation and tracking of invoices and payments due to the organization.

· Maintain accurate and organized financial documentation, including invoices, receipts, vendor records, reimbursement documentation, and other supporting records.

· Review and organize employee credit card transactions, receipts, expense reports, and reimbursements and follow up on missing documentation.

· Assist with routine transaction entry, coding, and reconciliation activities as assigned and appropriate to the organization’s accounting processes and internal controls.

· Maintain vendor and contractor records, including payment information and required documentation.

· Assist with tracking expenditures by program, grant, contract, funding source, or department.

· Support preparation of financial documentation needed for grants, contracts, audits, monitoring, and reporting.

· Coordinate financial information and documentation between staff and contracted accountants, Controller, payroll provider, auditors, and other financial service providers.

· Assist with maintaining written finance procedures, calendars, checklists, and internal controls.

· Identify missing, inconsistent, or unusual financial documentation and elevate questions or concerns to the appropriate supervisor or financial professional.

· Support annual audit, tax preparation, budgeting, and other financial processes by gathering records and preparing requested documentation.

Administrative Support — 30%

· Support day-to-day administrative operations, including office supplies, equipment, mail, vendors, and general office needs.

· Serve as a point of contact for general organizational inquiries and route requests to the appropriate staff member.

· Organize and maintain digital and physical filing systems.

· Support maintenance of organizational partner, vendor, contractor, and other contact lists.

· Coordinate office vendors and services and assist with routine facilities needs.

· Assist with travel arrangements, conference registrations, and related administrative logistics.

· Support organizational purchasing and procurement processes in accordance with established policies.

· Assist the Senior Director of Operations and Operations Manager with implementation and documentation of operational policies and procedures.

· Coordinate with external HR, IT, legal, insurance, and other professional service providers as assigned.

Meetings, Events & Staff Support — 20%

· Provide administrative and logistical support for board, staff, partner, training, and organizational meetings and events as assigned.

· Coordinate logistics such as scheduling, registration, catering, facilities, supplies, technology, travel, and virtual meeting arrangements.

· Support meeting preparation, materials, attendance records, minutes, recordings, and follow-up documentation as appropriate.

· Assist program and communications staff with administrative logistics for trainings, convenings, conferences, and community events.

· Coordinate between departments to help ensure information, materials, approvals, and logistical needs are addressed.

· Provide scheduling and calendar support as assigned.

Records Management & Compliance Support — 10%

· Maintain organized administrative, financial, vendor, contract, and organizational records in accordance with established policies.

· Support document filing, retrieval, retention, and destruction processes.

· Maintain documentation required for organizational policies, contracts, insurance, audits, and regulatory compliance as assigned.

· Help ensure confidential financial, personnel, and organizational information is handled appropriately and in accordance with internal policies.

· Assist with maintaining administrative and compliance calendars, including recurring filings, renewals, contract dates, and other organizational deadlines.

Qualifications

· Associate’s or bachelor’s degree in accounting, finance, business administration, nonprofit management, or a related field, or equivalent relevant professional experience.

· Minimum of 2 years of experience with bookkeeping, accounting support, finance administration, or similar financial responsibilities.

· Experience with accounts payable, expense documentation, transaction coding, reconciliations, or other routine accounting processes preferred.

· Experience with accounting software (Quickbooks Online preferred) and proficiency with spreadsheets and common office technology.

· Strong organizational skills and exceptional attention to detail.

· Ability to maintain accurate records and manage recurring deadlines.

· Ability to handle confidential and sensitive financial and organizational information with discretion.

· Strong written and verbal communication skills.

· Ability to communicate effectively with staff, vendors, contractors, accountants, and other professional service providers.

· Ability to independently manage routine responsibilities while recognizing when questions should be elevated to a supervisor or financial professional.

· Experience working in a nonprofit, grant-funded, governmental, or similarly complex financial environment preferred.

Thriving Together NCW is an Equal Opportunity Employer.

Job Type: Full-time

Pay: $26.44 - $31.25 per hour

Work Location: Hybrid remote in East Wenatchee, WA 98802