Administrative Assistant II

Responsibilities

•    Perform all administrative functions for the Chief Finance Officer and Finance Directors 
•    Schedules group meetings, reserve appropriate meeting rooms, arrange audiovisual equipment and catering as needed, and coordinate multiple calendars
•    Manage the paper and digital record retention process in compliance with departmental and Fund policies and procedures, including scanning paper records.
•    Sort and distribute mail for the department, manage the Petty Cash box, and manage department supplies
•    Maintain and monitor reporting calendar for reporting deadlines
•    Keep weekly timesheets for the Finance Department staff
•    Maintain a shared vacation (PTO) and in-office calendar for the Finance Department
•    Create Finance Department requisitions for creation of purchase orders to submit invoices for payment in Oracle/NetSuite system
•    Provide audit support by preparing daily cash receipt records for annual sample testing by external auditor
•    Prepare and run Accounts Receivable reports and queries, as well as other system reports, to assist Accounts Receivable accountants and analysts with their daily activities.
•    Assist with spreadsheet creation and data entry as needed to support accountants in analyzing and completing daily cash receipt and collections activities.
•    Create and mail confirmation letters to employers regarding withdrawal liability correspondence; track payments from employers and distribute withdrawal liability reports to them.
•    Perform additional duties and projects as assigned by management

Qualifications
•    High School Diploma or GED required, Bachelor’s degree preferred  
•    Minimum two (2) year experience as an Administrative Assistant including  (1) year experience in a finance department, providing support to management 
•    Intermediate skill level in Excel, PowerPoint, Word, and Adobe Acrobat required
•    Accounting background experience preferred
•    Excellent verbal and written communication skill; must be able to establishes priorities; meet deadlines and multi-task
•    Must be able to work independently with minimal supervision
•    Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands
•    Must have high ethical standards and high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated integrity, honesty, poise, tact, and diplomacy 
•    Must be able to interact and communicate with individuals at all levels of the organization in a professional manner