Administrative Assistant providing broad support services to management at U.S. Bank. Includes report generation, meeting coordination, and general administrative tasks.
S(
Hybrid Administrative Assistant
Posted 3 months ago
About the role
- Administrative Assistant providing financial and administrative support to assigned programs at SMOC. Managing accounting transactions, coordinating HR processes, and supporting program directors.
Responsibilities
- Provide administrative and financial management support to the assigned programs including processing accounting transactions, coordinating human resources processes, representative payee processes, and managing the business office.
- Ensure the financial, accounting, and administrative aspects of the assigned programs are operating in compliance with all federal, state, and local funding requirements, as well as, agency policies and procedures.
- Manage the agency’s bank deposit process including entry into the accounting database, if required, and submission of required forms to A&F.
- Process accounts receivable including rental collections, donations, rep payee reimbursements and grants and contracts revenue.
- Manage all aspects of the division’s accounts payable invoicing process as required by A&F including coding and submission to A&F.
- Collect rent from an assigned tenant.
- Ensure coordination, effective communication and reconciliation with SMOC Housing as appropriate.
- Coordinate recruiting for open positions; perform new hire orientation including the collection of paperwork and submission to HR; process volunteer and intern paperwork.
- Review and reconcile the division's timesheets, time-off balances, etc., and submit to Payroll on a timely basis.
- Manage the petty cash fund.
- Coordinate and process purchase orders, expense reports, and stipend program payments through A&F.
- Assist as needed in Agency audit.
- Maintain accurate records/files and process paperwork in accordance with agency policies and timeframes.
- Provide support to the Director and Program Directors on various initiatives and tasks as required.
- Manage all financial aspects of Social Security Payee program within expectations laid out by SSA.
- Engage all clients by understanding and addressing their needs whether within or outside the scope of the specialty.
- Attend & participate in team meetings and communicate effectively with clients and staff in other specialty areas.
- Ensure compliance with program/department, agency, and/or funder requirements, as well as, SMOC policies & procedures.
- Other duties as assigned
Requirements
- High School diploma required; Associates degree in Business Management / Administration or Accounting desired.
- Minimum 3 years prior experience in office management required
- Must be able to work independently as well as part of a team.
- Strong verbal and written communication skills
- Basic accounting skills required
- Knowledge of Quickbooks and other accounting software preferred
- Highly organized, detail-oriented and able to manage time effectively
- Must be proficient in Microsoft Office and database systems
Benefits
- Paid Time Off: All full-time employees can accrue up to 3 weeks of vacation, and 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.
- Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.
- Comprehensive Benefits Package including Medical Plans through Mass General Brigham with an HRA Employer cost-sharing program, Dental Plans with Orthodontic Coverage, and EyeMed Vision Insurance available to full-time employees.
- 403(B) Retirement Plan with a company match starting on day one for all full-time and part-time employees.
- Additional voluntary benefits including; Term and Whole Life Insurance, Accident Insurance, Critical Illness, Hospital indemnity, and Short-Term Disability.
- Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.
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