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Accounting/Office Administrator

Spirit of America seeks an Accounting/Office Administrator (AOA)to work in support of our accounting and general office functions. The AOA position requires teamwork, discretion, judgment, flexibility, and personal responsibility. As a member of a highly operational organization, the AOA must be willing and able to perform a wide range of administrative and support functions to help ensure Spirit of America’s continued success. S/he should place a premium on the building of positive relationships with his/her team in the Arlington, VA office. The AOA must be able to prioritize and complete tasks without immediate follow-up by the supervisor, while also taking initiative to address needs as they arise.

This position provides an opportunity to support on organization that directly impacts US national security and foreign policy objectives. Without solid fundraising and development Spirit of America would be unable to provide our unique brand of support to the safety and success of Americans serving abroad and the local people and partners they seek to help 
The Position & Responsibilities 
The Accounting/Office Administrator will report directly to the Chief Financial Officer (CFO) and work in support of the accounting team and will provide office administrative support functions to other SoA staff as needed.  This is a full-time position based in the Arlington, VA office.

Accounting Activities:

  • Enter multiple card holders credit card expense transactions from Statement download
  • Update employer trackers for credit card use and follow-up as needed
  • Enter receipt information in to QuickBooks as received
  • Scanning documents in to Salesforce
  • Enter vendor invoices once approved
  • Cut checks per direction of CFO
  • Create expense reports and verify charges against receipts
  • Download donation information from website and enter in QuickBooks and Salesforce.
  • Generate and send donation correspondence
  • Monitor and reconcile multiple income sources
  • Run necessary reports
  • Monitor and respond to accounting specific email account
  • Bank Reconciliations
  • Update various spreadsheets
  • Distributing, reconciling and tracking petty cash
  • Maintain accounting files (manual and electronic)
  • Other duties may be assigned to meet accounting needs

General Office Activities:

  • Act as liaison for facilities issues with Landlord
  • Coordinate facilities office purchases, work orders, services and moves.
  • Maintains and tracks facilities/utilities costs, coordinate vendor services and approve invoices
  • Organize and maintain general office areas including conference rooms, reception area, copiers and kitchen supplies
  • Establish and maintain manual office files, including electronic data files on Box
  • Answering/directing all incoming calls
  • Greeting and directing visitors
  • Meeting support, i.e. ordering food and setting up conference rooms) for meetings
  • Picks up, sorts and distributes daily mail
  • Coordinate pick-up and delivery of express mail services/package shipments (U.S. Postal Service, FedEx, UPS, etc.)
  • Coordinate the ordering, purchase, receiving, stocking and distribution of office supplies and furniture, office equipment, kitchen supplies, etc.
  • Assists in coordinating office or company events
  • Other duties, as assigned


  • Accounting degree preferred. Associate’s degree, Bachelor's degree, or equivalent experience required
  • Minimum of 2 - 4 years business related work experience
  • Strong knowledge and experience with Microsoft Office programs (Word, Excel, PowerPoint)
  • Experience with Salesforce and Quick books a plus
  • Exceptional phone and business etiquette
  • Good planning and organizational skills
  • Excellent verbal, written, and interpersonal skills and must be able to interact and communicate with individuals at all levels of the organization
  • Must be self-directed and able to complete projects with limited supervision
  • Ability to execute a range of general administrative support functions 

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