Administrative Assistant & Bookkeeper 

About Discovery Works Collaborative

Discovery Works Collaborative partners with school districts, fire protection districts, cities, and other public entities to help them connect with their communities. 

Our work includes community engagement, public opinion research, and referendum campaign support. We are a small, fast-moving team committed to excellence and collaboration.

Position Overview

We are seeking a detail-oriented Administrative Assistant & Bookkeeper to support our leadership team. The ideal candidate will have strong experience with QuickBooks Online, proficiency with Mac computers, and the ability to manage multiple tasks independently in a busy environment.

Our leadership team often manages multiple projects at once, so we need an assistant who can keep things organized, anticipate needs, and help maintain focus and structure.

This part-time role (20 hours/week) requires in-office work on Mondays and Wednesdays from 9 a.m. to 3 p.m., plus at least one additional weekday at our office near the St. Louis Galleria. Additional hours can be completed remotely. 

Key Responsibilities

  • Manage financial processes in QuickBooks Online: record transactions, process accounts payable/receivable, generate invoices, monitor collections and prepare reports.

  • Provide administrative support, including scheduling, correspondence, and meeting coordination (agendas, minutes, follow-up).

  • Generate financial reports such as income statements and balance sheets.

  • Assist with compliance with local, state, and federal tax regulations.

  • Maintain accurate records and organized filing systems (electronic and physical).

  • Support leadership with project tracking, document preparation, and process improvement.

  • Order office supplies, coordinate office needs, and communicate with vendors and clients as necessary.

  • Contribute to office efficiency by improving administrative systems and handling additional tasks as assigned.

Qualifications

  • High school diploma or GED; minimum 2 years’ office experience (administrative assistant preferred).

  • Strong proficiency in QuickBooks Online and Mac-based technology tools (Google Workspace, Microsoft Office, project management apps).

  • Excellent organizational skills, accuracy, and attention to detail.

  • Ability to work independently, manage multiple tasks, and meet deadlines in a fast-paced setting.

  • Strong communication skills, verbal and written, with professionalism across all levels of the organization.

  • Team-oriented with the ability to handle confidential information with integrity.

Our Ideal Candidate

Our ideal candidate thrives in a busy office, consistently produces accurate work, and balances independence with teamwork. They demonstrate professionalism, initiative, and a positive attitude while keeping projects, financials, and administrative tasks on track.

Compensation

  • Competitive hourly rate, commensurate with experience (anticipated range $20–$25/hour).

  • $200 monthly healthcare stipend

  • 10 paid days off annually, available after the first 90 days of employment. PTO may be used for vacation, illness, or personal time.

  • Paid holidays, including the week between Christmas and New Year’s Day.

To Apply

Email a cover letter explaining why you are the ideal candidate for this position and your resume to connect@discoveryworksco.com.