Title: | Finance Assistant |
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ID: | 1036 |
Department: | Finance |
The Finance Assistant’s primary responsibility is to execute the various daily administrative functions of the Finance Office and Accounts Payable. The Finance Assistant is directly accountable to the Senior Accountant.
Purchasing
- Order supplies and make reservations for faculty and teachers (POs)
- Check delivery of orders to verify it is correct
- Maintain supplies in Finance Office supply cabinet
- Create deposits
- Call vendors for any discrepancies in orders
- Enter checks/requests for reimbursements weekly in the accounts payable
- Manage use of, entries, and reconciliation of school credit cards
- Enter in GL: UltraCamp, Envision, EBC, Petty Cash, Sam’s Club
- Monitor outstanding checks
- Track and maintain contractual agreements with outside vendors
- File paid invoices and reimbursements
- Clear checks weekly
- Enter insurance (VSP, Guardian, BCBS) in GL at the end of each month
- Petty cash reconciliation
- Prepare financial reports as required for the audit
- Fulfilling other responsibilities as assigned by the Controller, Senior Accountant, or CFO
Reception and Office Support
- Greet visitors, respond to questions, resolve issues or redirecting as appropriate
- Answer incoming phone calls for Finance and HR office, finding solutions to calls as trained and/or filtering calls and directing to appropriate individual.
- Filing and document retention and organization - Maintain the integrity of Finance Office documents and manage and adhere to the school’s document retention policies
Internal School Programs Support
- Lunch Program -Weekly lunch and snack counts - Review and submit lunch and snack count
- Manage lunch program administrative tasks
- Faculty and staff phone (codes) and copier (use) - Manage use of copiers, phones, and fax including daily maintenance and usage
- Parking passes - Order, track, monitor, and distribute parking passes for school parking lots
External School Programs Support
- Tracking of Finance Office initiated trips and programs
- Manage the tracking and receipt of required documents, forms, and payments for school sponsored trips and programs
- Field trips - Review, order, and process field trips and buses
A successful candidate will:
- Demonstrate good organization and attention to detail
- Have excellent communication skills with service orientation
- Be highly motivated, ethical and eager to learn
- Prioritize and multi-task effectively
- Enjoy working both independently and as member of a team
- Continuously strive for process improvement and quality outcomes
Qualifications:
- Bachelor Degree required, major in accounting preferred,
- 1-3 years accounting/bookkeeping experience preferred
- Proficiency with Microsoft Office programs, advanced excel skills
- Experience with Blackbaud software (Financial Edge)