Finance & Operations Senior Assistant

Description:

JOB TITLE: Finance and Operations Senior Assistant

REPORTS TO: Finance and Operations Manager

SALARY: $60,000 per year

Job Overview

The Finance and Operations Senior Assistant will be responsible for providing administrative support to the Finance and Operations Manager and to the operational functions of the organization including accounting, technology infrastructure, talent management, shipping/fulfillment, and business management relationships. They will compute, classify, record, and verify data and perform daily, weekly, and monthly routine tasks. This role requires exceptional organizational skills, attention to detail, and the ability to handle sensitive and confidential information with discretion.

Key Responsibilities

1\. Accounting and Data Entry:

• Processes cash receipts, accounts payable, accounts receivable, and routine accounting functions in accordance with internal controls and GAAP standards.
• Performs routine data entry, accounting entries, and supports reconciliation of data from accounting software to association management software.
• Verifies and posts details of business transactions, compiles and sorts data and important documents, and maintains records in accordance with the records retention policy.
• Processes refunds in accordance with internal controls and in a timely manner.
• Investigates payment and billing issues on behalf of customers and internal team members/departments.
• Maintains proper vendor documentation and manages external vendor profiles/databases.

2\. Technology Support:

• Maintains and regularly updates the technology repository where all IAAP tech systems and logins are tracked.
• Serves as a primary point of contact for IAAP’s association management software.
• In partnership with the Fin/Ops Manager, maintains and supports the relationship with IAAP’s IT consultants (GFI).
• Supports new tech initiatives, integrations, migrations, and implementations in collaboration with Fin/Ops Manager.

3\. Talent Management Support:

• Supports new hire onboarding process by coordinating logistics, ordering equipment and supplies, facilitating new hire documentation, and partnering with the Fin/Ops Manager on all new hire needs.
• Maintains employee files in accordance with records retention policy and internal practices.
• Tracks, inputs, and processes bimonthly payroll, including ensuring proper approval by the Fin/Ops Manager.

4\. Operations and Office Management:

• Manages office supply and equipment orders.
• Acts as main point of contact for building management needs or requests.
• Processes shipping and fulfillment for assigned products including inventory management and vendor relationships for orders of products.

5\. Business Relationship Support:

• Coordinates meeting scheduling, prepares documentation, and provides general support to the Fin/Ops Manager in support of business relationships (bank, insurance brokers, technology providers, legal, etc.)
• Supports RFP management and process.
• Supports contract/agreement management and support the contract review process.

6\. Customer Service:

• Responds to customer service inquiries via phone, email, and other communication channels
• Provides accurate and timely information about payments, invoices, refunds, or other related customer inquiries.

Requirements:

Qualifications

• Two to three years of experience in providing accounting related administrative support, including accounts payable, invoicing, and processing payroll
• Proven experience providing quality customer service
• QuickBooks experience required
• Required intermediate knowledge of Microsoft Office and CRM platforms with willingness and ability to learn new systems.
• Ability for up to 5% domestic travel.

Competencies

• Alignment to IAAP’s culture, purpose, strategy, and leadership philosophy
• High awareness of and attention to detail
• Must exhibit initiative, able to use good judgment, problem solving skills and take appropriate action
• Must be self\-directed and able to work independently; plans work and carries out tasks without detailed instructions
• Critical thinker with the ability to see the big picture and connect it to task work
• Ability to lead by example and support strategic initiatives
• Must be a great relationship builder; enjoys engaging with various types of people and personalities
• Listens and responds effectively to questions; resolves problems
• Embraces change, innovation, and continuous improvement and influences others to do the same
• Ability to analyze and interpret information and apply it appropriately to recommendations and decisions
• Ability to maintain confidentiality and appropriate discretion

Language Skills

• Requires strong data and analytical skills
• Requires strong written and verbal communication skills
• Must present a professional approach in all communications
• Ability to effectively present information and respond to questions from diverse groups of individuals (internal team members, external customers and vendors, board members, etc.)
• Ensures understanding by asking clarifying questions and restates understanding for confirmation.

IAAP is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

AMERICANS WITH DISABILITY SPECIFICATIONS

The physical demands and work environment characteristics below 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.

Physical Demands:

• May be required to lift or move up to 20 pounds
• Must be able to hear and speak effectively with customers by telephone or video chat
• Requires keyboarding capabilities to respond using a computer
• Visual acuity to read and develop written materials
• Prolonged periods of sitting and using the computer

Work Environment:

• Typically in a normal office or home office environment but travel requirements result in other work settings at event venues
• Must be able to concentrate/focus with constant interruptions
• May be required to work some overtime