Finance Administrative Assistant en Abode Services

Job Title:  Finance Administrative Assistant  

Classification: Non-Exempt  

POSITION SUMMARY: The Finance Administrative Assistant covers a range of clerical and support responsibilities within the finance and billing teams. Duties include file maintenance, preparation of mailings, check distribution, and all other administrative duties as requested.

RESPONSIBILITIES / DUTIES: 

Office management: 

• Maintain smooth operation of the finance and billing offices, including distributing mail, stocking supplies, and coordinating janitorial/maintenance requests. 
• Manage conference room schedules and set up meetings as needed. 
• Order supplies for staff in the finance and billing offices.
• Maintain office equipment including postage meter, copier, and printers. 
• Preparation of mail and copies. 
• Pick up checks, mail from the admin office, and ensure proper distribution of mails. 
• Maintain an accurate filing system. 
• Provide assistance for special events and meetings as requested. 

Finance/accounting support: 

• Monitor status of rush purchase orders (POs) and respond to inquiries about POs. 
• Responsible for sorting, distributing, and mailing checks. 
• Keep authorized check distribution list up to date, ensuring review of proper identification before distribution of checks for pick up. 
• Responsible for the safekeeping of checks that have not been distributed or picked up. 
• Assist the accounts payable team in scanning invoices/bills, etc. 
• Assist the accounts payable team in responding to vendor inquiries and following up with vendors. 
• Prepare ledgers for staff and respond to inquiries about the status of checks. 
• Assist in gathering supporting documents requested during audit. 
• Liaison between accounting and other departments. 
• Provide administrative support to accounting staff as requested. 
• Other special projects and duties as assigned.  

Billing support: 

• Locate and provide check backups not in monthly invoicing folders as requested. 
• Research status of Pos. 
• Manage rush PO communication process with Program, Billing & Accounting staff 
• Provide administrative support to billing staff as requested. 
• Other special projects and duties as assigned. 

MINIMUM QUALIFICATIONS: 

• Associate degree in business administration, equivalent experience may be substituted. 
• Three years of administrative experience, preferably in a finance/accounting/billing department. 
• Understanding of confidentiality requirements. 
• Excellent oral & written communication, organizational, and time management skills. 
• Excellent in prioritizing and multi-tasking if needed.  
• Meticulous attention to detail 
• Ability to learn new tasks and follow instructions quickly. 
• Intermediate to advanced skills using Microsoft Office 
• Ability to work well independently and collaboratively with teams. 
• Ability to identify problems/issues and work with supervisor to come up with solutions.

 WORK CONDITIONS / ENVIRONMENT: 

• Position Classification: This position is classified as on site. This means you are expected to perform your work at an Abode-approved office or worksite.
• Remote Work Option: Voluntary telecommuting may be permitted at management’s discretion. Such arrangements may be approved on a case-by-case basis and can be revoked at any time. If telework is approved, you will not receive a remote work stipend.

Notice: This description is to be used as a guide only. It does not constitute a contract, commitment or promise of any kind. Abode Services reserves the right to change, add, delete, upgrade, or downgrade the position as dictated by business necessity at any time with or without notice. 

Abde Services is an Equal Opportunity Employer/Drug Free Workplace