Wage: To Be Announced
Requirements: Reportable to the Chief Financial Officer, the Financial Administrative Assistant is responsible for maintaining accurate records of the fiscal operations of the agency and providing general administrative assistance to the agency. The Financial Administrative Assistant has a shared responsibility for the supervision of the office, records management and general business administration. This position will provide prompt, professional and courteous service to others at all times and will demonstrate excellent use of business English, grammar, spelling, and punctuation when executing assignments. The Financial Administrative Assistant will handle accounts payable, accounts receivable, donations and related activities. He/she will provide accurate information to the CFO and the accountant and demonstrate knowledge of all financial functions of The Arc. This position will maintain strict confidentiality in all business matters and adherence to all policies and procedures adopted by the agency. JOB DUTIES The duties and responsibilities of this position include, but are not limited to the following: Essential Functions: Financial 1. Maintain accurate accounts payable records, ensure that all invoices are properly authorized prior to payment, and write checks as needed. Ensure proper coding of all payables, recording necessary journal entries. 2. Maintain accurate accounts receivable records, depositing said monies in a timely fashion. Ensure proper coding of all receivables, recording necessary journal entries. 3. Maintain necessary financial records, including bank balances, statements, individual accounts, and petty cash accounts. Make sure that proper paperwork is completed for both opening and closing a petty cash account. 4. Utilize electronic programs (QuickBooks, etc.) to ensure accurate monthly, quarterly and annual financial records. Ensure accurate and up to date information. Review completed financial statements and general ledgers for accuracy in both revenue and expenses. Forward financial information to the CFO and the accountant at requested intervals. 5. Maintain knowledge of all fiscal operations of agency; make decisions based on sound judgment, accurate information, and approved procedures; ensure consistency and thoroughness in all fiscal operations. 6. Complete reports as necessary for outside funding sources. Assist CFO with budgets and related reports as requested. Receptionist/Administrative Assistant 7. Complete all general receptionist duties including but not limited to greeting the public, answering phones, routing calls, taking messages, referring guests to the appropriate staff members, and answering questions if knowledgeable on the subject matter. Disseminate information in a timely manner ensuring prompt and courteous service. 8. Open and/or close office daily, as assigned. Follow proper opening and closing procedures in the front desk manual. Maintain and update front desk manual. 9. Oversee all office maintenance including but not limited to contact for snow removal, lawn care services, copier services, and cleaning personnel. Act as main contact for these contacted services. 10. Receive money and submit information on remittance sheet. 11. Process contributions and generate acknowledgement letters for signature after receipt. Ensure the content of the letter differs from previous letters if the party has contributed before. 12. Assist in preparation of Room and Board Contracts as directed by Chief Financial Officer. Maintain a written record of the mailing and notify the CFO of any contract not properly being signed and returned to the office within 30 days of mailing. 13. Maintain Arc membership lists including a current and accurate listing of member names, type of membership, addresses and expiration dates. Ensure new and renewed memberships are processed properly. 14. Maintain general records and distribute credit cards, petty cash and car and office keys to appropriate personnel. 15. Maintain all office records and files. Ensure files are up-to-date and that copies are accessible to various departments within the office and agency personnel. 16. Ensure all paperwork related to Department of Public Welfare licensing is maintained and distributed in a timely and accurate manner. Monthly verify that all ISP quarterly reports, assessments and outcome statements due for the prior month have been received and routed. 17. Complete all assigned tasks in relation to the Board of Directors as assigned by the CEO accurately, completely and with the highest attention to detail. Tasks may include but are not limited to scheduling meetings, coordinating details, copying, assembling and distributing board packets within the specified timelines. 18. Actively participate in various office meetings as assigned. Transcribe and take meeting minutes at board meetings, management meetings and various other meetings as requested. 19. Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, scanning, and filing. Open, sort, distribute and post all mail daily. Update and maintain mailing lists. Produce mailing labels and reports as requested. 20. Manage and maintain general use areas. Maintain office maintenance, safety, housekeeping, supplies, inventory, and equipment. Maintain and replenish supplies as needed. Check stock, determine inventory levels, and anticipate needed supplies. Obtain competitive prices from suppliers where appropriate, to ensure cost effectiveness. General 21. Demonstrate high professional and ethical standards in all aspects of the job by adhering to all agency policies and procedures including but not limited to, confidentiality of information concerning all people and families served by The Arc and all former and current employees of The Arc. 22. Utilize appropriate process to obtain prior authorization for schedule changes/days off, etc. 23. Serve as an agency representative at functions and various trainings as deemed necessary, always maintaining a professional demeanor. 24. Maintain ongoing communication with immediate supervisor concerning fiscal issues, personnel issues, unusual situations, and potential problems. 25. Successfully meet assigned deadlines in relation to job duties. 26. Attend and actively participate in inner agency meetings as requested and participate in necessary fiscal training for new staff. 27. Maintain a positive, cooperative, and professional relationship with individuals, co-workers, supervisors, volunteers, families, and outside agencies. Competencies To perform the job successfully, an individual should demonstrate the following competencies: Quality ‘ The extent to which an employee’s work is completed thoroughly and correctly following established process & procedures. Required paperwork is thorough and neat. Filing occurs properly and timely. All work tasks are carried out with accuracy and exceptional attention to detail. Productivity/Independence/Reliability ‘ The extent to which an employee produces a significant volume of work efficiently in a specified period of time. Ability to work independently with little or no direction/follow-up to complete tasks/job assignment. Job Knowledge ‘ The extent to which an employee possesses and demonstrates understanding of the instructions, processes, equipment and materials required to perform the job. Employee possesses the practical and technical knowledge required of the job. Interpersonal Relationships/Cooperation/Commitment ‘ The extent to which an employee is willing and demonstrates the ability to cooperate, work and communicate with coworkers, supervisors, vendors and/or others. Employee accepts and responds to change in a positive manner. Accepts job assignments and additional duties willingly, takes responsibility for own performance and job assignments. Attendance/Punctuality ‘ The extent to which an employee is punctual, observes prescribed work schedules and has an acceptable overall attendance record. Employee’s willingness to work during business hours and occasional early morning, day, evening, weekend, holidays and overtime, as necessary. Demonstrate the ability to prioritize tasks and effectively utilize time management strategies. Initiative/Problem Solving ‘ The extent to which and employee proposes improved work methods, suggests ideas to eliminate waste, finds new and better ways of doing things. Motivates others to support problem solving. Adherence to Policy Requirements & Safety ‘ The extent to which the employee follows company policies, procedures and work conduct rules. Complies with and follows all safety rules and regulations when completing work tasks. Adheres to all safety rules when lifting, operating equipment, driving agency vehicles/personal vehicles, etc. Leadership ‘ The extent to which the employee demonstrates proper judgment and decision-making skills when collaborating with others. Work flow in assigned areas is completed effectively to meet service/program/division goals.
About This Job: Qualifications 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. Language Skills Ability to read and comprehend complex instructions, business correspondence and memos. Ability excellent use of business English, grammar, spelling, and punctuation when executing assignments/correspondence. Ability to effectively present information in one-on-one and small group situations to customers, external partners and other employees of the organization. Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Reasoning Ability Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several defined variables in standardized situations. Computer Skills To perform this job successfully, an individual should have knowledge of QuickBooks, MS Office software and databases. Advanced knowledge of excel, spreadsheets, and related computer functions. Demonstrate a willingness and ability for continued learning. Other Skills and Abilities Exceptional organizational skills. Knowledge of operation of 10-Key adding machine, fax, copier, telephone, mail and other office equipment. 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 use hands and fingers, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand; walk and sit. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment will change throughout the day. To perform this job successfully, an individual will need to be productive in various workspaces throughout the day. The noise levels will vary from low to moderate and distractions will be frequent. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education/Clearances This job requires a combination of five (5) years of related education and/or experience with accounting matters. Experience working with ODP, PROMISe or financial management systems, accounting software (QuickBooks), billing systems and coding relevant to services for persons with an intellectual disability is preferred. Have or be willing to obtain Act 33/34 Clearance and other related clearances.