Community Job Posting

Job Title: Accounting and Office Coordinator

Organization: Japan-America Society of Dallas/Fort Worth

Reports to: Executive Director

Classification: Part-time/Non-exempt

Work Schedule: Approximately 25-30 hours per week; will be required to work some evenings and weekends

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About the Japan-America Society of Dallas/Fort Worth:

The Japan-America Society of Dallas/Fort Worth furthers mutual understanding and ongoing engagement between Japanese and Americans. We provide quality programs in arts and culture, education, business, public policy, and international exchange, and create opportunities for friendship and meaningful interaction. JASDFW, which celebrates its 50th anniversary in 2020, is one of the 38-member locations of the National Association of Japan-America Societies. The Japan-America Society of Dallas/Fort Worth operates as a 501(c)(3) organization.

Position Overview:

The Accounting and Office Coordinator performs general administrative functions to support the professional and efficient operation of the organization. Primary areas of responsibility include: amiable front desk and telephone customer service; providing administrative support to Executive Director; assisting team with correspondence and procedures; providing administrative support for programs and events; and performing general office work. Detailed list of tasks listed below. Requires collaborative teamwork as well as independent initiative.

Essential Duties and Responsibilities:

  • Serves as the Society’s first point-of-contact with members and the public: welcomes office visitors, answers telephone, manages the general voice mailbox, fields inquiries for Japan-related information and resources, processes mail, and maintains postage
  • In collaboration with Executive Director, maintains accounting and bookkeeping records, budget documents, non-profit business compliance paperwork, forms 1099 and 990
  • Assists Executive Director in board meeting preparation and support, check requests, payments processing, and human resources needs, including payroll processing, tracking staff PTO and sick leave, and new timesheet system
  • Assists Programs and Development Coordinator with membership correspondence and procedures; tasks may include communicating with lapsed members and sending renewal notices, corporate thank-you letters, acknowledgements of contribution, obtaining corporate lists and logos
  • Assists Programs and Development Coordinator with membership, donor, and attendee records in Neon CRM, keeping database accurate and up-to-date (training provided)
  • Provides administrative support to Director of Programs for events; tasks may include travel arrangements, mailings, purchasing, and file/records maintenance – may also provide on-site event support if available
  • Provides administrative support for two fund raising events (Award Dinner & Golf Classic): planning, correspondence, mailings, donor records, registration, among other tasks
  • Handles selected administrative procedures for the Japan-in-a-Suitcase program
  • Manages staff calendar (Google Calendar)
  • Purchases, maintains, and organizes storage of office supplies
  • May perform other duties as assigned

Qualifications:

The ideal candidate will have at least 2-3 years of related work experience or formal administrative assistant training. Preferred candidates will be familiar working with ethnic communities in Dallas/Fort Worth or another major metropolitan area. The ability to consistently represent the organization in a professional manner is essential since the successful hire will frequently interact with members, strategic partners, and key contacts.

  • Excellent interpersonal and customer relations skills
  • Strong familiarity with Intuit QuickBooks is desirable
  • Good computer skills: Proficiency in Microsoft Office suite and Outlook necessary; data management systems and CRM systems desirable
  • Strong organizational skills and ability to manage multiple tasks
  • Accurate and detail-oriented
  • Excellent written and oral communication skills
  • Competency and accuracy in English language essential, at least intermediate knowledge of Japanese language is strongly desired
  • Experience with event planning and teamwork is an asset to organization
  • Japan-related interest and experience preferred
  • High school diploma or GED (two years college or equivalent work experience preferred), bachelor’s degree is a plus

Work Environment and Physical Demands:

The successful hire will work approximately 25-30 hours per week with some weekends and evenings necessary. While performing the duties of this job, the employee is regularly required to sit and occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions and outside weather conditions. The noise level in the work environment is moderate and there is frequent interaction with co-workers throughout the regular work day.

Job Type: Part-time

Experience:

  • Accounting: 1 year (Preferred)

Language:

  • Japanese (Preferred)

Work Location:

  • One location

Benefits:

  • Flexible schedule
  • Professional development assistance

Hours per week:

  • 20-29
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