Finance Administrative Assistant

Job Title: Finance Administrative Assistant

Position Type: Full Time, Non\-Exempt Monday \-Friday 8:30am\-5:00pm

Department/Group: Finance

Reports To: General Treasurer

Mission Statement:

To stand in the presence of the Living God, and with Mary, make known to the world the love of the Sacred Heart of Jesus.

Purpose of Your Job Position:

The purpose of the Finance Administrative Assistant position is to provide daily administrative and clerical support to the General Treasurer that ensures smooth financial office operations across administrative, communication and operational functions.

Qualifications and Education Requirements:

• High School Diploma with at least 2–4 years of administrative experience, preferably in finance related.
• Must be able to speak and write the English language in an understandable manner.
• Attends and participates in continuing educational programs.
• Experience with finance and accounting processes, with the ability to understand priorities.
• Experience with banking including preparing, and documenting deposits with appropriate coding.

Skills and Job Requirements

• Detail\-oriented, organized professional who values accuracy, consistency, and accountability.
• Maintains confidentiality regarding all information shared, received, and accessed in the Finance office.
• Must demonstrate high ethical standards and professional conduct.
• Must possess leadership ability and willingness to work harmoniously with other personnel.
• Possess strong verbal and written communication skills that are clear and concise.
• Strong organizational, problem\-solving, and analytical skills; able to manage priorities and workflow.
• Supports and articulates the mission and values of Carmelite Sisters of the Most Sacred Heart of Los Angeles.
• Demonstrates the mission through decision making and actions related to values established in the handbook.
• Has a neat appearance and dresses in a professional and modest manner in accordance with the handbook.
• Comply with all regulations of the Employee Handbook, Safety IIPP Manual and all other applicable employee and safety policies.
• Technical proficiencies required including accounting software and Microsoft suite, particularly excel and word.

Job Functions:

The Finance Administrative Assistant provides clerical support to the office of the General Treasurer by managing the calendar, office, paperwork, computer files, incoming mail, outgoing mail, meetings, agendas, and meeting minutes. This position assists the General Treasurer in maintaining a productive work schedule, as well as prioritizing workflow that ensures the ability to meet accountability goals of the finance department. This Finance Administrative Assistant provides support for accounting processes including handling deposits on a daily basis. Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position, or in keeping with the individual’s skills and qualifications.

Duties and Responsibilities

• Daily opens mail in tandem with a second person following the cash handling policy, logging and safeguarding cash and checks received, sorting invoices to appropriate parties for approval and coding.
• Handles government notices and correspondence received promptly by directing the notice to appropriate persons, and, if necessary, notify the General Treasurer.
• Records and deposits cash and checks as soon as possible, preferably daily. Prepares deposits with coding as directed.
• Maintain organized filing systems (physical and electronic).
• Provides permanent file location, organization, and safekeeping. Such as Articles of Incorporation, Bylaws, Trust Deeds, Lease Agreements, Pension Plans, Accounting procedure manuals, organization charts, and internal control documents.
• Determines active working file organization. Such as insurance policies, including annual updates and analysis, and teaching contracts and renewals.
• Prepare, edit, and format correspondence, reports, and documents.
• Schedule meetings, appointments, and conference calls, managing the calendar to provide adequate religious life goals as well as meet General Superior, General Council, and Finance timeline goals.
• Prepare meeting agendas, materials, and minutes.
• Provides audit materials as requested, such as minutes, contracts, and other documentation.
• Coordinate travel arrangements when needed.
• Track and manage office documentation and forms. Determine appropriate storage of finance files, specifically corporate documents.
• Support special projects and departmental initiatives.
• Responsible for organizing and maintaining files in accordance with the record retention policy.
• Assistance with maintaining lists of vehicles, tracking registration renewals, maintenance, distribution of DMV tags, insurance, AAA membership and gas cards.
• Responsible for filing insurance claims for general liability and other claims.
• Assists with completing business and corporate filings.
• Maintains and organizes supplies in the office.
• Provides schedules as needed utilizing word and/or excel, such as organization charts and flow charts.
• Prepares excel schedules summarizing costs, revenues, or any of a variety of factors.
• Assists with other basic accounting functions.
• May be cross trained to all other accounting functions.
• Perform other functions as assigned by Manager.

Working Conditions

• Sits and works on computers for extended periods.
• Subject to frequent interruptions.
• Subject to time constraints, prioritizing multiple tasks and deadlines to be met.

Physical and Sensory Requirements

• Must be able to move intermittently throughout the workday.
• Must be able to cope with the mental and emotional stress of the position.
• Must be able to see and hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of this position can be fully met.
• Must function independently and have flexibility, personal integrity, and the ability to work effectively with residents, personnel, support agencies, and outside agencies.
• Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such a weight of a minimum distance of 50 feet.
• Must be able to sit for extended periods engaged in desk and/or computer work.
• Must have hand and wrist coordination for data entry inp

Pay: $20\.50 \- $29\.00 per hour

Benefits:

• Health insurance
• Life insurance
• Retirement plan
• Vision insurance

Application Question(s):

• Experience with finance and accounting processes

Experience:

• Administrative: 3 years (Preferred)

Work Location: In person