Accounting/HR Assistant - ORR at A Greater Hope

Under general supervision, the Accounting and Human Resources (HR) Assistant provides administrative and clerical support to both the Finance and Human Resources departments to ensure efficient, compliant, and timely operations in accordance with Office of Refugee Resettlement (ORR), federal, state, and agency standards.

This position supports daily financial processes, payroll administration, employee recordkeeping, and HR compliance. The Accounting/HR Assistant plays a key role in maintaining accurate documentation, supporting audits and monitoring visits, and ensuring the organization’s fiscal and personnel operations run smoothly and efficiently.

The ideal candidate will have strong attention to detail, experience handling sensitive information, and the ability to balance multiple responsibilities in a fast-paced, federally regulated nonprofit environment.

Duties And Responsibilities

• Assist with day-to-day accounting operations, including accounts payable (A/P) and accounts receivable (A/R).
• Process invoices, expense reports, and check requests in compliance with organizational and ORR procurement policies.
• Prepare and maintain supporting documentation for all financial transactions.
• Assist with bank reconciliations, petty cash management, and credit card reconciliations.
• Support monthly financial close-out and reporting by compiling receipts, invoices, and ledger details.
• Maintain accurate records of financial transactions and filing systems for audits and monitoring reviews.
• Assist in the preparation of financial reports for ORR and internal leadership as needed.
• Support budget tracking and expense monitoring for specific programs or grants.
• Assist with the recruitment and onboarding process, including posting job ads, scheduling interviews, and preparing new hire packets.
• Process new hire documentation, background checks, and employee verifications in compliance with ORR, state licensing, and agency policies.
• Maintain and update employee personnel files in accordance with confidentiality and record retention requirements.
• Support the administration of employee benefits, timesheets, and payroll coordination.
• Assist in tracking employee training completion, ensuring compliance with ORR and licensing mandates.
• Maintain HR databases and ensure accuracy of employment records, certifications, and documentation.
• Help coordinate employee recognition, wellness, and engagement initiatives.
• Serve as a point of contact for staff inquiries regarding HR or payroll-related matters.
• Ensure financial and HR documentation complies with ORR, federal, and state regulations.
• Assist in preparing materials for ORR monitoring visits, financial audits, and state licensing reviews.
• Support HR and Finance departments in maintaining audit-ready files and reports.
• Track and ensure completion of required federal and ORR-related trainings for staff (e.g., trauma-informed care, child safety, sexual abuse prevention).
• Maintain strict confidentiality and data security in handling employee and financial information.
• Coordinate with Program Directors and Supervisors to ensure timely submission of staff timesheets, expense reports, and documentation.
• Support office operations through administrative tasks such as scanning, filing, and correspondence.
• Participate in organizational meetings, trainings, and cross-department collaboration as needed.
• Provide logistical and clerical support for HR and Finance department projects.
• Ensure compliance with HIPAA and PII privacy and security requirements.
• As with all of our positions, we work as a team and various duties may be assigned at any time including tasks to support other AGH programs/services, cleaning, organizing, child care, attending to the needs of the child in your care or in the office, attendance at meetings, transportation, paperwork, etc.
• Perform other duties as assigned.

Reporting To: Accounting Manager

Hiring Rate of Pay: $24.00 per hour

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Associate’s or Bachelor’s degree in Accounting, Business Administration, Human Resources, or related field (equivalent experience considered).
• 2–3 years of experience in accounting, bookkeeping, payroll, or human resources in a nonprofit or government-funded environment.
• Strong knowledge of basic accounting principles and HR administrative procedures.
• Bi-lingual Spanish required.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and experience with accounting or HR software (e.g., QuickBooks, ADP, Paycom, or similar).
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Demonstrated ability to maintain confidentiality and handle sensitive information appropriately.
• Be able to obtain Criminal and Child Abuse Clearance from the State of California/Department of Justice.
• Must be available full-time and able to adjust work day/work week to provide services when clients and families need them, which can routinely include evenings and occasionally weekends, in order to ensure coordination and continuity of services. .
• Demonstrate the Understanding of the importance of compliance with HIPAA privacy practices.
• Ability to work independently and as part of a team, strong conflict resolution, communication and organizational skills; with great attention to detail.
• Ability to adhere to our attendance and punctuality policy.
• Must pass and remain current in CPR/First Aid.
• Must be able to effectively utilize computers and basic computer software.
• Must meet Licensing (or contract if not FFA position) and insurance requirements.
• Must have a valid Driver’s License and a good driving record. Must be at least 18 years old with at least 2 years of driving experience.
• A Greater Hope includes all employees in the DMV pull notification process, notifying AGH of infractions throughout the process.
• All Employees are required to report all arrests within 48 hours of arrest as per Licensing requirements.
• Must pass a drug screen, physical exam, and Tuberculosis skin test.
• A Greater Hope participates in E-Verify and will verify your Social Security Number.
• Foster Family Agency experience preferred. (if applicable)

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 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 regularly required to talk or hear. The employee frequently is required to stand, walk, sit, move quickly, run, use hands, handle or feel, reach with hands and arms, stoop, kneel, crouch or crawl, and taste or smell. There are physical demands associated with this position. The employee must also be able to remain in a seated position while working in the office. Employees may be required to and must often lift or carry items 10-50 lbs., usually holding it in the hands or arms or on the shoulder. There may be situations where the employee will have to care for the personal needs of infants and children such as managing personal accidents/bathroom support, feeding and, cleaning up infants and children. The employee may be working outside for periods of time in all seasons of weather.

Employees will be required to drive a motor vehicle.

This position requires regular and consistent attendance, excessive unplanned absences are disruptive to our Agency business.

All employees, regardless of position, serve as role models for children, adolescents and others who are served by our agency. Therefore, each employee must at all times be emotionally stable and able to function effectively with children, adolescents and adults who may have mental or behavioral health problems. The staff must be able to demonstrate appropriate daily behavior, appropriate expression of emotions, as well as appropriate role modeling. Hostility, aggression and unnecessary or inappropriate physical actions as well as inappropriate emotional expression are not acceptable.