Administrative Assistant/Finance Assistant

Department: Administrative

U.M. FDSP Associates is a non-profit affiliate of the University of Maryland School of Dentistry. U.M. FDSP Associatesis the organization that provides patient care focused staffingfor the clinic operations so thatfaculty andstudents may provide patient care to the general public.

We offer paid vacation, sick leave, personal days, and 12 Federal paid holidays. Additionally, we offer medical, dental, vision, short term disability, long term disability, and life insurance benefits. We also offer 401K with an employer match up to six percent. Hours of operation are Monday thru Friday with no weekends.

The Administrative Assistant/Finance Assistant duties and responsibilities include providing administrative/finance support to ensure efficient operation of the office. This position will provide support through a variety of tasks related to organization, finance, and communication. This position is responsible for confidential and time sensitive material.

Candidate must have the ability to effectively communicate via phone and email ensuring that all assigned duties are completed accurately and delivered with high quality and in a timely manner. Will report to the Executive Director - Clinical Administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative:

• Assist Senior staff of UMFDSP Administration and Operations.
• Meet and greet faculty, staff, and visitors.
• Perform scanning, shredding, copying duties when required.
• Records management - assist with purge of financial and payroll documents.
• Assist HR recruiting specialist with onboarding new employees.
• Perform mail and distribution duties.
• Resolution letters to patients and copy to Axium database.
• Log patient complaints
• Assist with keeping current the Clinic Manual

Finance:

• • Assist Payroll and Accounts Payable Associate
  • Respond to queries by telephone and email.
  • Assist accounting team with variance report analysis.
  • Assist with preparing monthly reports for senior staff.
  • Assist with downloading data from various financial platforms and downloading to established Microsoft files.

Note: The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based upon departmental needs.

EDUCATION and/or EXPERIENCE:

• Proficient in MS Office Suite products, Outlook, Excel, and Word.
• Customer service skills - Possess professional and collegial communication skills required for conversations with patients, faculty, staff, students.
• Independent thought and problem-solving skills
• Able to be trained for AxiUm, MIP accounting software.
• Strong numeracy and analytical skills.
• Well organized, with excellent time management skills and the ability to multitask.
• A strong and confident communicator who is comfortable dealing with business partners, major stakeholders, and senior management.
• Attention to detail and a can-do attitude required.
• Associate or bachelor's degree in accounting, finance, or related field preferred
• Two years' experience required

Required Knowledge / Skills / Abilities:

Administrative assistant must have knowledge of standard office procedures; must be able to operate computer and other office machines, such as fax, calculator, answering telephones, as well greeting visitors.

Skilled in filing documents according to alphabetic and numeric sequences

Skilled in operating manual and automated office equipment

Ability to apply close attention to detail in performing routine clerical tasks.

Ability to follow oral and written instructions and not intimidated or afraid to ask questions.

Ability to maintain effective work relationships.

The person in this position must have good knowledge of accounting and bookkeeping procedures and mathematical/analytical skills. Dynamic problem-solving skills. Familiarity with accounting software. Excellent time management skills. Ability to work independently and on a team. Incredible attention to detail.