Performs administrative and clerical support in an assigned department. Provides administrative assistance to Director of Finance and Operations.
DUTIES & RESPONSIBILITIES:
Experience in Quickbooks Online mandatory.
· Assists in handling multiple administrative functions and accounting projects.
· Copies and distributes staff reports as requested, scanning, copying, and filing, as well as sorts and distributes mail, faxes, and other office materials as required.
· Type letters, correspondence, reports, and other documents as requested.
· Maintains files and records for the office as requested.
· Although this position will have specific assigned tasks, this position also requires flexibility and autonomy as priorities can change daily. This is a full-time, 40 hours per week position with benefits.
Accounting Specific Duties & Responsibilities:
· Assists with auditing and posting of A/P Invoices and Expense Reports to the accounting system as needed.
· Assists with the preparation of bank deposits.
· Performs data entry and spreadsheet preparation.
· Assists with researching deposits and payables and identifying discrepancies.
· Entry of invoices, payments, and cash receipts in the accounting database.
· Assist with scanning, filing, and organizing.
· Performs any other related duties and projects as assigned.
· Strong attention to detail, analytical skills, and ownership of work product.
· Requesting gas receipts and credit card receipts to match them to monthly statements for payment processing.
· Setting up new residents and posting rent payments for Union Village.
Operations Specific Duties & Responsibilities:
· Preparation of invoices and coding for review and approval by DOO.
· Maintain inventory and assist with procurement of maintenance and custodial supplies.
· Maintenance of Consumer Leases and keys for Union Village.
· Assist in coordinating assigned projects with volunteer groups for the purpose of completing activities, projects and/or deliveries in compliance with established guidelines. Ensure waivers are completed for each volunteer.
· Research appropriate group volunteer projects, coordinate volunteer groups with the appropriate departments to ensure mission and project goals are met.
· Maintain fleet service schedules, vehicle records and prepare reports as required.
· Maintain and coordinate workorders to ensure accurate and timely completion.
· Maintain an updated database of contractor information sheets. Ensure that we have a current Certificate of Liability Insurance in compliance with our guidelines, SSN or Tax ID and W9.
Qualifications, Education & Experience:
Preferred three years of clerical and customer service-orientated experience. Must have excellent reading, verbal, and written communication skills. Must have excellent interpersonal and customer service skills. Proficient computer skills and working knowledge of Microsoft Word, Excel, Outlook, and Adobe software. Basic understanding of clerical procedures and systems such as recordkeeping and filing. Ability to work independently and with a team. Understanding of basic use of office equipment such as xerox machines, shredders, and multi-line phone systems. This position physically requires prolonged periods of sitting at a desk and working on a computer.
High School Diploma or GED is required.
Must have a valid Alabama driver’s license.
Job Type: Full-time
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- Day shift
- Monday to Friday
Experience:
- Accounting: 2 years (Preferred)
Work Location: In person