Executive Assistant- Finance

ACLD • Bethpage, NY

1d

About The Position

The Executive Assistant provides support to the Chief Financial Officer and the Finance Department by performing a wide range of administrative and departmental functions. Responsibilities include monitoring credit-card balances and making payments to maintain available credit; maintaining the department’s check and cash log; managing office procedures and coordinating calls, meetings, appointments, trainings, agendas, and calendars; maintaining trust-account records and preparing monthly entries and bank reconciliations; creating and maintaining office documents, databases, correspondence, invoices, billing, reports, data sheets, telephone directories, and brochures; tracking apartment leases and coordinating renewal paperwork; preparing property-tax exemption forms for houses in Nassau and Suffolk counties by the required deadlines; and maintaining office supplies and equipment. The schedule is Monday through Friday, 9:00 a.m. to 5:00 p.m., for 35 hours per week.

Requirements

• Associate degree in Finance or a related field required; a degree in Liberal Arts will also be considered.
• Five years of experience in administrative or office management required, preferably with a Finance background.
• Substantial reasoning skills, including the ability to manage abstract and concrete issues, identify problems, interpret data, draw conclusions, and apply logic or theoretical thinking to practical problems.
• Excellent verbal and written communication skills, including the ability to interpret and advise, solve problems, present concerns professionally, and develop solutions.
• Ability to handle and prioritize multiple tasks simultaneously.
• Excellent organizational skills and ability to work effectively with management, staff, outside service providers, and families.
• Proficiency in Microsoft Office products, especially Word and Excel.

Nice To Haves

• Bachelor’s degree preferred.
• Bookkeeping experience preferred.

Responsibilities

• Monitor daily balances on all credit cards and make payments as needed to keep the line of credit fully available.
• Maintain the department’s check and cash log.
• Oversee and manage office procedures, including answering and screening telephone calls and scheduling and coordinating meetings, appointments, trainings, agendas, and calendars.
• Maintain and report monthly trust-account balances.
• Prepare and upload monthly trust-account income entries in SmartConnect to Great Plains, review monthly expense entries, and prepare monthly bank reconciliations.
• Create and maintain office documents, databases, correspondence, invoices, billing, reports, data sheets, telephone directories, and brochures.
• Track apartment leases and coordinate receipt and processing of renewal paperwork.
• Prepare property-tax exemption forms for Nassau County and Suffolk County houses, meeting each county’s deadlines.
• Maintain office supplies and equipment.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree