Administrative Assistant II

Finance Administrative Assistant

Responsibilities

Perform all administrative functions for the Chief Finance Officer and Finance Directors

Schedules group meetings, reserve appropriate meeting rooms, arrange audiovisual equipment and catering as needed, and coordinate multiple calendars

Manage the paper and digital record retention process in compliance with departmental and Fund policies and procedures, including scanning paper records

Sort and distribute mail for the department, manage the Petty Cash box, and manage department supplies

Maintain and monitor reporting calendar for reporting deadlines

Keep weekly timesheets for the Finance Department staff

Maintain a shared vacation (PTO) and in-office calendar for the Finance Department

Create Finance Department requisitions for creation of purchase orders to submit invoices for payment in Oracle / NetSuite system

Provide audit support by preparing daily cash receipt records for annual sample testing by external auditor

Prepare and run Accounts Receivable reports and queries, as well as other system reports, to assist Accounts Receivable accountants and analysts with their daily activities

Assist with spreadsheet creation and data entry as needed to support accountants in analyzing and completing daily cash receipt and collections activities

Create and mail confirmation letters to employers regarding withdrawal liability correspondence; track payments from employers and distribute withdrawal liability reports to them

Perform additional duties and projects as assigned by management

Qualifications

High School Diploma or GED required, Bachelor's degree preferred

Minimum two (2) year experience as an Administrative Assistant including (1) year experience in a finance department, providing support to management

Intermediate skill level in Excel, PowerPoint, Word, and Adobe Acrobat required

Accounting background experience preferred

Excellent verbal and written communication skill; must be able to establishes priorities; meet deadlines and multi-task

Must be able to work independently with minimal supervision

Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands

Must have high ethical standards and high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated integrity, honesty, poise, tact, and diplomacy

Must be able to interact and communicate with individuals at all levels of the organization in a professional manner