Admin Accounting Assistant

Diversity In Health Training Institute • Oakland, CA

389d • $62,400 - $62,400 • Remote

About The Position

The Administrative/Accounting Assistant will support the Executive Director and Program Managers in a non-profit organization by performing various accounting and administrative duties. This part-time position requires a self-motivated individual capable of managing tasks in a fast-paced environment, with a focus on assisting with financial documentation and communication within the organization.

Requirements

• Graduation from an accredited college with an Associate's degree in administration, business administration, public administration or related field; has taken 2 basic accounting courses
• Two (2) years of full-time, paid experience in a lead accounting/administrative support function, OR six (6) years of full-time paid experience in an accounting/administrative support function, two (2) of which must be in a lead worker capacity
• Prior experience operating within a highly confidential position

Nice To Haves

• Strong organizational skills and ability to prioritize tasks
• Excellent communication skills, both verbal and written
• Ability to handle confidential and sensitive information with discretion
• Proficient in Microsoft Office, Google Suite, QuickBooks Online (QBO) and other relevant software
• Ability to work independently and collaboratively
• Strong attention to detail and accuracy

Responsibilities

• Act as administrative and accounting point of contact between management and internal/external demands
• Draft, proofread, and edit correspondence, reports, and other documents as assigned
• Prepare meeting agendas, take meeting minutes, and distribute them to attendees
• Plan and organize company events, including team building activities, offsite meetings, and client events
• Handle confidential and sensitive information with discretion
• Assist with preparing presentations, grant management materials, and reports
• Liaise with internal and external stakeholders on behalf of the Program Managers and Executive Director
• Monitor and respond to emails and phone calls on behalf of the Program Managers and Executive Director
• Manage office supplies and equipment, and liaise with vendors as necessary
• Prepare signatures, provide tech equipment, and inventory equipment
• Manage [email protected] and [email protected] email accounts and route inquiries/emails to appropriate staff or external resources
• Oversee program participants' incentives and stipends for proper workflow, reimbursement, documentation, and expense reporting to grantor as needed
• Assist in preparing financial statements for annual audit end of year
• Check emails daily for incoming bills to be approved and processed for payment
• Support staff to ensure timely submission of Purchase Requests, RAMP, Expense and Mileage Reimbursements, and Payment Authorizations with back-up receipt documentation
• File and upload to Finance in SharePoint for Accounting to remit payment; invoices are filed and saved in SharePoint folders
• Reconcile bank Visa monthly after the 24th billing cycle
• Obtain all permissions and provide documentation for purchases; upload any statements received to the bank Visa folder monthly; timely deposit checks and verify accuracy on statement

Benefits

• Pro-rated Vacation and Sick Leave
• Paid Holidays
• Full health Insurance (medical, dental, vision)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Ambulatory Health Care Services
• Education Level: Associate degree