Fiscal and Administrative Assistant

Hawai‘i Council for the Humanities, an independent nonprofit affiliate of the National Endowment for the Humanities, connects people with ideas that enrich lives, broaden perspectives, and strengthen communities. We run a statewide youth history program, civic conversation programs for the correctional facilities and the public, public humanities grantmaking and networking opportunities, and other relevant and exciting programs that nourish culture, history, literature, deep and compassionate thinking, and intergenerational or otherwise diverse spaces. 

The Fiscal and Administrative Assistant provides in-house administrative, budget, and grant tracking support for staff and Board, and works in tandem with outsourced accountants to maintain accurate records. This position requires an understanding of nonprofit fiscal administration, the ability to stay organized among multiple projects, and a desire to support and strengthen our team and mission.

Main duties:
1. Responsible for helping us follow our HIHumanities Financial Policies

• Code income and expense transactions (invoices, credit card, other receipts) according to our chart of accounts. Deposits donations and other income. Files all appropriate source documents according to our financial policy manual.
• Works with our outsourced accountants to review and reconcile monthly transactions
• Works with our outsourced accountants to review and submit monthly federal grant reimbursements. 
• Help to complete and file contracts and MOAs, including gathering W-9s. Organizes and tracks timely payments to contractors. 
• Assists staff with vendor research/comparisons, and other procurement requirements
• Maintains/destroys records according to our retention policy
• Helps to edit and update our financial policy as needed

2. Supports annual audit

3. Supports grant budgeting and reporting:

• Takes part in fiscal officer staff development opportunities from NEH, learns and maintains working knowledge of NEH fiscal grant requirements, allowable and unallowable costs.
• Assists ED in completing annual federal NEH reports and grant application
• Assists Deputy Director in gathering cost-share data from program staff and Board, maintaining a cost-share database, and completing the annual NEH cost-share report.
• Assists program staff and Executive Director with tracking other grant funding spent, project requirements, and deadlines.
• Helps staff to create program budgets and expense reports for grant applications, grant reports, and other needs.
• Helps ED create annual budget for organization. Assists program staff in annual budget creation.

4. Other administrative support:

• Assist with scheduling, communication, and travel logistics for HIHumanities Board and Board Committee meetings. 
• Prepare, assemble, and distribute all board meeting materials (3-4 times a year)
• Attend and take minutes at HIHumanities Board and Committee meetings as needed.
• Annually assists Hawai‘i History Day with travel logistics, and tracks student awards/monies.
• Support with other program filing needs 

Minimum Qualifications and Skills

• Stellar organization skills and attention to detail, and ability to shift between multiple tasks with grace
• Excellent writing and communication skills
• Friendly and warm; excellent at collaborating
• Demonstrated ability to maintain confidentiality of personnel, grantee/grant, and organizational financial information
• At least two years experience in an office setting
• At least two years experience in performing basic accounting functions. Comfortable with online databases and bill payment software
• Proficiency in Microsoft Office Suite and Google Suite (especially Excel/Google Sheets)
• Experience with budgeting and grant reporting

Preferred Qualifications and Skills

• Experience working with federal funds and foundation grants
• At least three years experience in nonprofit work in Hawaiʻi
• Experience with database and data management
• Familiarity with SAGE Intacct, Bill.com

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Other Details:

• Proposed Start Date: October 1, 2023
• Reports to: Executive Director
• Part-time, non-exempt, approx 20 hours/week
• Salary range: $26-$29 / hour
• Fringe Benefits: HIHumanities offers paid vacation, sick leave, and holidays, health and dental insurance, 403(b) retirement plan, long-term disability and life-insurance plan.
• Travel/location: Applicants must be available for office work in Honolulu, O‘ahu. There may be occasional in-state travel requests for program support.
• Must be able to lift and/or move up to 25 lbs.
• Full COVID-19 vaccination required.

To apply, please submit a resume (with three references), and cover letter to https://www.hrsymphony.com/hrs/careers/hihumanities. In your cover letter, please address the following:

• Why you are interested in working with Hawai‘i Council for the Humanities
• How your experience and skills meet the qualifications for the position

Application Deadline: September 12, 2023, or until position has been filled.