Operations Administrative Assistant - 30 hours a week

Operations Administrative Assistant - 30 hours a week

Overview of Meals on Wheels America

Meals on Wheels America is the leadership organization supporting the more than 5,000 community-based programs across the country that are dedicated to addressing senior hunger and isolation. Powered by a dedicated volunteer workforce, this network delivers a comprehensive solution that begins with a meal and is proven to enable independence and well-being through the additional benefits of tailored nutrition, social connection, safety and much more. By providing funding, programming, education, research and advocacy, Meals on Wheels America empowers its local member programs to strengthen their communities, one senior at a time. For more information, or to find a Meals on Wheels provider near you, visit www.mealsonwheelsamerica.org.

Position Summary

We are seeking an organized, detail-oriented, and reliable Administrative Assistant to support the Operations team. This role includes a combination of administrative tasks including Payroll processing (including payroll tax administration), Payables processing, and general office tasks (answering phones, opening mail, scheduling, etc.)

The ideal candidate will have excellent communication skills, a welcoming demeanor, the ability to manage multiple tasks efficiently in a fast-paced environment, and a commitment to confidentiality. This role is responsible for processing our bi-weekly payroll accurately, maintaining payroll tax records in accordance with regulatory standards, assisting with accounts payable processing, serving as the backup for the Association’s Executive Assistant as the first point of contact for people visiting our organization’s office, and assisting the Chief Financial and Operating Officer with other projects as needed.

The position is a 30-hour a week role, reporting to the Chief Financial and Operating Officer and is an Arlington, VA based, flexible hybrid working role. There is no weekly in-office requirement, however the ability to work from the office when requested or when needed as a backup for the Executive Assistant is required.

Duties and Responsibilities

Payroll Duties

• Process bi-weekly and off-cycle payroll for all employees

• Maintain payroll records and ensure accuracy of employee data

• Ensure accurate filing of tax withholding information

• Prepare and distribute W-2s, 1099s, and other year-end tax documents

• Respond to employee inquiries regarding payroll issues

Accounting/Bookkeeping Duties

• Assist with accounts payable and receivable processes

• Assist with monthly bank statement and general ledger account reconciliations

• Assist with preparation of financial reports and summaries for management

• Support month-end and year-end closing procedures

• Support the year-end Audit and IRS Form 990 preparation

Administrative Responsibilities

• Greet and welcome visitors in a warm and professional manner

• Answer, screen, and forward incoming phone calls

• Maintain the reception area and kitchen to ensure it is tidy and presentable

• Receive, sort, and distribute mail and deliveries

• Provide basic and accurate information in-person and via phone/email

• Provide administrative support for the Operations team Senior Directors as needed

• Assist with other tasks and projects as directed by the CFOO

Qualifications or Skills Required

• High school diploma or equivalent; additional certification in Office Management is a plus

• 2 years of experience in payroll and/or light bookkeeping preferred

• Virigina Notary Public credentials a plus

• Experience with Tallie, Bill.com, and Paycor software systems a plus

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

• Excellent verbal and written communication skills

• Excellent attention to detail and organizational skills

• Strong customer service orientation

• Proven work experience as a Front Office Representative, or similar role

• Ability to maintain confidentiality and handle sensitive information

• Model the Association's cultural attributes of Collaboration, Accountability, Respect, Empowerment and Service (C.A.R.E.S.)

Candidates meeting 75% or more of the above qualifications should apply.