Administrative Assistant

The Coastal States Organization (CSO) seeks a full-time Administrative Assistant. CSO is a small 501(c)(4) nonprofit, non-partisan organization founded in 1970 that represents the nation’s 35 coastal and Great Lakes States and Territories on legislative, regulatory, and policy matters related to coastal, ocean, and Great Lakes resources.

Duties and Responsibilities:

The Administrative Assistant will provide comprehensive support for operations, accounting, communications, and development activities, working with CSO staff and membership. Reporting directly to the Director of Operations and other staff, this role is crucial in ensuring the smooth and efficient running of the office. CSO’s office has 8 on-site staff and 3 remote staff; our members are state employees in the nation’s 35 coastal and Great Lakes States and Territories.

Office Procurement: Coordinate the procurement of office supplies and equipment, including researching, pricing, and purchasing.
Event Planning: Aid in the planning and coordination of events, workshops, seminars, and briefings. Organize and coordinate logistics for Fall and Winter members’ meetings and monthly Executive Committee meetings.
Member Communication: Assist with the preparation and mailing of letters, emails and newsletters to CSO members.
Record Keeping: File, retrieve, and maintain organizational documents, records, and reports. Manage records for staff, equipment, office space, telephones, computers, advocacy, etc.
IT Liaison: Liaise with IT support and provide basic tech assistance within the office.
Accounts Payable and Receivable: Assist with accounts payable and receivable functions under the supervision of the Director of Operations. Review incoming invoices, code them, and enter them into the accounting system.
Expense Management: Review and process staff expense reports. Manage monthly credit card statements, including reviewing charges, collecting supporting documents, and coding and entering data into the financial system.
Audit Assistance: Provide support during the annual audit process.
Administrative Support: Provide general administrative and logistical support as needed by CSO staff.
Additional Duties: Perform other duties as assigned to support the team and organization.

Position Qualifications:

The ideal candidate is a self-motivated individual with one to three years of experience working in professional office setting, with a basic understanding of office management and/or human resources.

Education and Experience:

College degree required.
At least one year of office management and/or human resources support. Financial or accounting management experience preferred. Communications experience a plus.

Specific Qualifications:

Office Knowledge: Knowledge of general office procedures, maintenance, and troubleshooting of office equipment.
Task Management: Ability to plan, organize, and prioritize tasks effectively. Capable of managing multiple tasks proactively and in a timely manner.
Professional Skills: Professional demeanor with excellent organizational skills. Detail-oriented with good writing, analytical, and problem-solving skills. Excellent interpersonal skills, with the ability to establish and maintain relationships with people.
Accounting Experience: Experience with processing accounts payable and/or accounts receivable is a plus.
Technical Proficiency: Skilled in computer operations including word processing, database management. Solid working knowledge of MS Office 365 and proficiency in Word Processing, and MS Office Suite (including Outlook and Excel). Experience in QuickBooks a plus.

Salary: $50,000-60,000, based on experience. Excellent benefits package includes 401(k), health, dental care, and long-term disability. This is an at-will position.

TO APPLY: Please submit one-page cover letter and resume with “CSO Administrative Assistant” in the subject line to: jobs@coastalstates.org. The deadline to apply is 11:59 PM Eastern on October 31, 2024. However, applications will be considered on a rolling basis, and the position may be filled sooner. Please apply early.

The Coastal States Organization is an Equal Opportunity Employer. CSO’s commitment to diversity includes the recognition that our mission is best advanced by the contributions of people of diverse backgrounds, beliefs, and cultures. Recruiting and mentoring staff to create an inclusive organization is a priority, and CSO encourages applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status, or other status protected by law.

Existing work authorization is required at the time of application submission as CSO is unable to sponsor any visa work sponsorship for this position.

Reports to: CSO Director of Operations

Location: Washington, DC. (With up to 2 days/week remote work allowed.)

Salary Range: $50,000-$60,000 annually

Benefits: Healthcare, dental care, long-term disability, and 401(K)

Travel: Ability to travel occasionally within the United States

Grants Administrator

The Coastal States Organization (CSO) seeks a full-time Grants Administrator to work with the Coastal States Stewardship Foundation (CSSF). CSO is a small 501(c)(4) nonprofit, non-partisan organization founded in 1970 that represents the nation’s 35 coastal and Great Lakes States and Territories on legislative, regulatory, and policy matters related to coastal, ocean, and Great Lakes resources. CSSF is the 501(c)(3) nonprofit “sister organization” to CSO. While legally distinct, CSSF shares a common mission with CSO and will engage in work to advance that mission that requires a tax-exempt status. In addition, CSSF serves as fiscal sponsor for coastal and ocean-focused organizations. Learn more about CSSF at: https://coastalstatesfoundation.org/.

Duties and Responsibilities:

The primary role of the CSSF Grants Administrator is to support the fiscal and administrative oversight and management of government and private funding agreements to ensure consistent processes, appropriate fiscal monitoring, reporting, and compliance with applicable terms and conditions and regulations (including the federal Uniform Guidance). Duties and responsibilities include:

Coordinate internally and with CSSF clients to administer and monitor grant and cooperative agreements, contracts, and subawards in accordance with applicable terms and conditions and regulations.
Review and process payment requests and coordinate with CSSF clients on post-award actions such as amendments and requests for changes in scope and re-budgets. These tasks include but are not limited to analysis of expenditure reporting; reviewing invoicing documentation; tracking budget discrepancies; and coordinating the review process internally within CSSF.
Track progress and financial reporting to funders and ensure these reports are complete and submitted on time.
Prepare detailed monthly financial reports and a budget portfolio for CSSF clients.
Respond to inquiries from CSSF clients related to award budgeting, invoicing, and reporting in a timely manner.
Assist as needed with materials for audits.
Participate and engage in external meetings with clients and internal team meetings.
Attend trainings to stay current on grant management best practices and changes to federal regulations.
Other duties as assigned.

Position Qualifications:

The ideal candidate is a self-motivated individual with three to five years of experience working with government and private grant and contracts, as well as experience reviewing and processing invoices, generating and tracking online payments, generating financial reports, and grant reporting. The candidate must be familiar with the principles and practices of basic accounting and must be able to work efficiently and effectively on their own and as part of a team – including working remotely with CSSF team members and CSSF partners across the United States.

Education and Experience:

Bachelor’s degree required in a related field and background in finance, accounting, and/or business administration.
At least three years of grant and contract management experience; experience with federal grant and contracts in a nonprofit setting a plus.

Specific Qualifications:

Knowledge of and experience with applying basic accounting principles and procedures.
Knowledge of federal grants and grant processes, preferably with NOAA or BOEM.
Excellent written and oral communication skills.
Ability to respond to requests for information in a timely manner.
Strong organizational skills with ability to prioritize and perform multiple tasks with attention to detail.
Excellent problem-solving skills.
Proficiency with MS Office Suite and spreadsheets.
Proficiency with QuickBooks Online a plus.
Proficiency with automated accounts payable software, e.g., BILL.com.
Experience with Grants.gov, eRA Commons, the federal Invoice Processing Platform (IPP), and the federal Automated Standard Application for Payments or a willingness to learn.

Compensation: Salary range is $60,000-$70,000 annually, commensurate with experience and location. Benefits include healthcare, dental care, long-term disability, and 401(K). This is an at-will position.

HOW TO APPLY: Please submit a one-page cover letter and a resume in PDF with “CSSF Grants Administrator” in the subject line to: jobs@coastalstates.org. The deadline to apply is 11:59 PM Eastern on October 31, 2024. However, applications will be considered on a rolling basis, and the position may be filled sooner. Please apply early.

Existing work authorization is required at the time of application submission as CSO is unable to sponsor any visa work sponsorship for this position.

Reports To: CSSF Managing Director

Location: Remote, but must be located within and authorized to work in the United States

Salary Range: $60,000-$70,000 annually

Benefits: Healthcare, dental care, long-term disability, and 401(K)

Travel: Ability to travel occasionally within the United States