Administration and Finance Assistant

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About the Position

The Administration and Finance Assistant is designed to support the Administration and Finance Director. This position will take the lead on certain components of that department. There will be some crossover between HWI’s Development (Fundraising) and Finance departments and the systems that are used. As such, we are looking for a flexible self-starter who is interested in learning new systems. This is an ideal role for someone who likes details, and being part of the backbone of an organization! This person will report directly to the Administration and Finance Director.

Primary Duties & Responsibilities

Financial Record Reconciliation (Quickbooks)

Enter and reconcile revenue and expenses in Quickbooks Online

Help with bank and credit card reconciliations and monthly financial reporting

Reconcile gifts between the Development department’s CRM and Quickbooks Online

Work closely with the Development department to ensure that gifts are entered accurately and coded properly between systems

Other Finance Duties

Produce financial reports for other departments and help fulfill other reporting requests

Actively explore opportunities to make processes more efficient and data more actionable

Track due dates for business and charitable registrations; lead the filing process for business registrations; and assist with any information needed for charitable registrations

Manage prepaid credit cards for temporary employees

Support the Administration and Finance Director with managing organizational assets and property management 

Provide support for staff meetings and other staff activities

Donor Database Management (CiviCRM)

Enter gifts into the CRM to align with QBO coding and parameters

Update and clean CRM database to keep information updated and free of duplicates during data entry process

Other Fundraising Duties

Assist with merchandise orders as needed 

Assist with managing the main organization email 

Qualifications

Strong computer skills including experience with or a willingness to quickly learn new systems such as Microsoft Office software, Google Suite, Quickbooks Online 

Hawk-like eye for detail and accuracy

Ability to solve problems and prioritize workload independently 

Strong written, verbal, and interpersonal skills

Comfort working with remote team members

Characteristics That Will Set You Apart

Highly organized and independently motivated

Quickbooks Online and database expertise

Experience with basic IT tasks, including setting up new hardware, supporting remote staff with access to servers, etc.

Additional Information

Although the successful applicant must be comfortable working with a remote team, this is not a remote role. All applicants must be able to work out of the main HWI office in Salt Lake City, Utah.

Flexibility in scheduling is considered, including some ability to occasionally work remotely as time progresses. Applicants must be available to work 9am-5pm Monday-Friday. During busy periods where the workload requires working overtime, comp time is provided to promote a healthy work-life balance for employees. 

HWI’s culture promotes professional development for each and every staff person.. Opportunities to advance in the position are a definite possibility and contingent upon the candidates progression in the current role.

As part of our commitment to providing a safe and secure work environment, we conduct background checks on all prospective employees. These checks are conducted in accordance with applicable laws and regulations and are designed to ensure that our hiring decisions are based on legitimate, non-discriminatory reasons.

Key Points:

Consent: We obtain written consent before conducting any background check.

Transparency: Should any information from a background check potentially impact hiring decisions, we will provide you with a copy of the report and an opportunity to respond.

Non-discrimination: We apply the same standards to all candidates, regardless of race, national origin, color, sex, religion, disability, genetic information, or age.

Relevance: A criminal record will not automatically disqualify you from employment. We will consider the nature and timing of any offenses in relation to the job requirements.

Mandatory: Final approval of hiring is contingent upon completion of the background check process.

Diversity, Equity, and Inclusion

We believe that just as in nature, diversity in the workforce allows for balance and an opportunity to thrive. We strive to build a team that reflects the communities we serve and the places we work. Our goal is to create an environment where each team member feels valued, respected, and empowered in their work.

Compensation

This full-time, exempt position offers a salary of $43,000 to $46,000 depending on experience. Health, dental, and vision insurance are available for employees with premiums 100% covered by the employer. We also match employee contributions to an IRA up to 3%. Paid time off includes vacation starting at 12 days per year, 9 personal days per year, and eight federal holidays. 

How to Apply

Submit your resume, a brief cover letter, and two professional references via the Administration and Finance Assistant Application by June 19, 2026, for priority consideration. Your cover letter should outline why you are interested in the position and specific examples of how you’re qualified for the role. References will only be checked after the interview stage of the hiring process and applicants will be notified in advance before references are contacted.

Formal education is not required for this role. However, a strongly aligned skillset is. Please take care to craft a cover letter that paints a compelling picture of why you’re right for this role while remaining as succinct as possible. 

Hiring Timeline

Applications may be reviewed ahead of the final application date of June 23, 2026, during a standardized scoring process that will determine which applicants move on to an interview, with interviews slated to begin the week of July 6, 2026. We plan to make an offer no later than July 13, 2026. The successful candidate will be asked to join us in a full time capacity by late July 2026, depending on individual circumstances.

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