Financial Administrative Specialist

Job Summary

Under the direction of the Fiscal Manager, the Financial Administrative Specialist will be processing job specific accounting documents and servicing visitors and SEMCA staff members at the front desk.

All responsibilities should ensure efficiency, integrity, accuracy, completeness, and compliance. The Financial Administrative Specialist must comply with federal, state, local, and agency guidelines, policies, procedures, laws and accounting standards.

Essential Duties and Responsibilities

• Process and record accounts payable, accounts receivable-billing, payroll, purchase orders or other accounting related documents
• Research, track, and resolve accounting issues or discrepancies
• Resolve vendor and customer inquiries
• Organize and maintain file system, file correspondence, reports and other fiscal records
• Prepare and provide all necessary documentation and information to auditors and monitors for financial audit and cycle monitoring
• Coordinate and maintain a smooth flow of information, written, electronic, and verbal, in/out of the department including managing the necessary reproduction and mailing of materials as assigned
• Process general ledger entries into Financial Edge NXT for review and approval by CFO or designee
• Generate monthly and/or quarterly accounting reports
• Quarterly reconciliation of all assigned balance sheet accounts for review and approval by CFO or designee
• Prepare year end 1099 or W2 reports for review and approval by CFO or designee
• Receive visitors at the front desk by greeting, welcoming, directing, and answering questions appropriately with a positive and helpful attitude
• Accept and direct deliveries including coordination of coffee/ SEMCA Store/ delivery/ inventory with vendors
• Ensure all copy equipment is in good working order and supplied daily with paper
• Monitor office supplies to determine adequate materials are on-hand; verify receipt of and distribute supplies
• Help maintain workplace safety/security by issuing, checking, and collecting badges, as necessary, and maintaining visitor logs
• Answer phones in a professional manner and routing calls as necessary
• Provide excellent customer service
• Prepare meeting and training forms
• Coordinate the pick-up and delivery of express mail services
• Maintain supporting documentation for electronic storage.
• Deliver paper checks on a weekly basis in office and by mail
• Maintain, monitor and reconcile petty cash
• Maintain snack shack inventory and track related I.O.U.s and cash
• Resolve vendor and customer inquiries
• Other duties as assigned

Qualifications

All SEMCA team members are expected to be technically competent and committed to continuous development of their skills. The following skills, knowledge and education or certifications are specifically required for this position:

• Minimum one (1) year work experience in billing, accounts payable, accounts receivable, or payroll
• High school diploma or equivalent
• Working knowledge of Microsoft Office Suite, including Excel
• Demonstrated analytical skills
• Excellent organizational skills and strong attention to detail
• Customer service experience
• Good verbal and written communication skills
• Ability to handle information in a professional and confidential manner
• Ability to effectively prioritize and multi-task responsibilities