Administrative Assistant 3 (Finance)

BREC Recreation And Park Commission for the Parish of East Baton Rouge•Baton Rouge, LA

6d•Onsite

About The Position

Responsible for providing a range of administrative support to the Finance Director and Finance department. Responsible for maintaining standards of professionalism, efficiency, personal communication, discretion, and independent judgment. Requires communication with a broad audience, including but not limited to, members of the community, Finance Advisory Committee members, BREC Commission Treasurer, BREC employees and vendors. Requires effective time management skills, as the Assistant may deal with a wide range of deadlines requiring prioritization.

Requirements

High School diploma or equivalent and Associate degree or certificate courses in Business Admin/education.
Valid LA Driver’s License.
Three (3) years work-related experience or training in office practices and computers.
Must include all relevant education and experience on your official BREC online application.

Nice To Haves

Graduation from an accredited 4-year college or university.
Ten (10) or more years related experience.

Responsibilities

Scheduling and managing the Finance Director’s calendar including prioritizing and resolving related conflicts and competing demands, proactively scheduling important meetings with internal and external individuals.
Coordinating and arranging monthly Finance Advisory Committee meetings, including preparation of agenda, compilation of financial packet, contact advisory members to confirm attendance and provide reminders, and meeting minute taking.
Coordinating tasks for student interns.
Preparing presentations and publications in both electronic and printed format that require desktop publishing - graphics, layout, and editing.
Assisting the Finance Director in scheduling departmental activities, statutory deadlines, annual audits, etc. to ensure deadlines are met.
Maintaining Vendor Module in BREC’s ERP system.
Assisting Purchasing Team with contract management, change orders and the close-out process.
Reconciliation of department credit card purchases.
Performing standard office tasks such as answering telephones, filing, ordering of office supplies, scanning, faxing and copying, and booking conference rooms.
Collecting and opening mail addressed to the Finance department, forwarding correspondence to appropriate staff for action.
Utilizing spreadsheets for cost tracking and data analysis.
Completing purchase orders, initiating work order requests, and help desk tickets.
Preparing invoices and submitting billing for payment.
Preparing business correspondence, memorandums and letters.
Contributing to the excellent reputation of Finance through professional, friendly and respectful interactions internally and externally.
Coordinating with the Office of the Superintendent to ensure stored financial records comply with retention policy and established practices.
Serving as backup for internal functions, such as Payroll and/or Accounts Payable.
Directing the work of part-time staff and/or interns.
Updating Finance policies and procedures as needed.
Coordinating, planning, and organizing small-to large-scale meetings.