Fiscal/Administrative Assistant

About Toolworks

At Toolworks, we believe in empowering individuals with disabilities by providing the tools, resources, and support they need to thrive. As a human services agency based in San Francisco, we're dedicated to promoting independence, equality, and personal satisfaction for the people we serve. Our programs range from job placement and training to community living and integration services, making a meaningful difference in the Bay Area community.

About the Role

We're looking for a Fiscal/Administrative Assistant to support our finance team and be a welcoming presence at our front desk. This role will consist of accounts payable and bookkeeping duties, front office reception, and other related administrative tasks.

Location: San Francisco, CA

Schedule: Monday - Friday, 8:30 AM - 4:30 PM (up to 40 hours per week)

Hourly Pay: $25.00 per hour

What You'll Be Doing

As the first point of contact for Toolworks, you'll play a vital role in creating a welcoming and inclusive environment for clients, visitors, and staff. Your primary duties will include:

• Accounts Payable/Bookkeeping
  • Ensure invoices are timely approved with correct GL accounting coding.
  • Process and enter A/P invoices and employee expense reports into QuickBooks.
  • Assemble and distribute signed checks, attaching check payment advice to invoices.
  • Assist with reconciling vendor statements, including requesting missing information.
  • Review employee expense reports to confirm receipt attachments and approvals.
  • Assist with sales reporting, deposits, and sales tax calculations.
• Reception and Customer Service:
  • Greet and assist clients, visitors, and staff with professionalism and warmth.
  • Answer, screen, and route incoming calls and emails, ensuring timely and accurate communication.
  • Provide information about Toolworks' programs and services to clients and the public.
• Office Coordination:
  • Maintain the front desk and office areas to ensure a clean, professional, and organized space.Handle mail distribution, deliveries, and outgoing correspondence.
  • Monitor and restock office supplies as needed, submitting orders to maintain inventory.
• Administrative Support:
  • Assist with scheduling meetings, booking rooms, and coordinating appointments.
  • Support staff with administrative tasks such as data entry, document preparation, and basic IT troubleshooting.
  • Deploy and track office equipment (e.g., computer equipment, keys) as needed.

This is an on-site position based at our San Francisco office, where you'll collaborate closely with our friendly and dedicated team.

What Makes You a Great Fit

We're seeking someone who is organized, personable, and committed to inclusivity. The ideal candidate will meet the following qualifications:

• Experience: At least 1 year in a receptionist, administrative, or customer service role. Experience with accounts payable and bookkeeping.
• Skills: Proficiency in Quickbooks online. Strong verbal and written communication, excellent organizational skills, and proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Attributes: Friendly, adaptable, and respectful of diverse backgrounds, including older adults and individuals with disabilities, with strong attention to detail and able to work independently.
• Preferred: Bilingual skills in American Sign Language (ASL) or Cantonese are a plus.
• Education: High school diploma or equivalent is required; additional administrative training or experience is a plus.

Why You'll Love Working Here

At Toolworks, you'll be part