Finance Administrative Support Specialist

Meals on Wheels of Central Maryland•Baltimore, MD

About The Position

The Finance Administrative Support Specialist serves as a key member of the Finance department, acting as the primary point of contact for internal and external inquiries. This role provides exceptional customer service and administrative support to the department, and facilitates effective communication with clients, vendors, donors, and staff, ensuring requests are addressed accurately and efficiently. The Specialist will manage the approval workflow, data entry, and migration of financial data across ERP systems, ensuring accuracy, completeness, and data integrity. They will also serve as the primary point of contact for the finance department, professionally addressing vendor and client inquiries while facilitating the timely resolution of account discrepancies and billing concerns. This role involves conducting reconciliation, assisting with auto-pay enrollment, managing the company credit card log, and assisting with month-end closing and annual audits. Maintaining and organizing financial and administrative records is crucial, as is assisting with client account maintenance. Secondary duties include answering calls, identifying opportunities for workflow improvement, and performing other accounting, customer service, and administrative duties as assigned. The role also requires protecting the confidentiality and integrity of Protected Health Information (PHI).

Requirements

Ability to successfully pass a background check and credit check.
Ability to perform data entry effectively in conjunction with basic computer literacy.
Ability to work both independently and within a team setting.
Excellent organizational and planning skills with meticulous attention to detail.
Basic understanding of accounting practices for accounts payable.
Must have excellent communications skills both written and verbally.
Ability to respond quickly and efficiently to concerns made by clients, their families, other members of the staff and outside agencies.
Ability to exercise high emotional intelligence.
Proficient in the operation of adding machines, postage and copy machines.
Proficient in Microsoft Word, Excel, Outlook, and QuickBooks.
3-5 years of experience in administrative accounting functions and collections.

Nice To Haves

Bachelor's degree preferred
Experience and course work considered in lieu of a degree

Responsibilities

Manages the approval workflow, data entry, and migration of financial data across ERP systems, ensuring accuracy, completeness, and data integrity.
Serves as the primary point of contact for the finance department, professionally addressing vendor and client inquiries while facilitating the timely resolution of account discrepancies and billing concerns.
Conducts reconciliation to ensure all bills processed through Concur Solutions are accounted for in QuickBooks.
Assists with completing Auto-pay enrollment requests.
Manages company credit card log sheet, tracking usage and collection of receipts, and posts to QuickBooks.
Assists in month end closing including ensuring all vendor bills have been received and entered.
Assists with the annual audit by preparing spreadsheets, gathering data, and other administrative functions.
Maintains and organizes financial and administrative records, ensuring documentation is complete, accurate, and readily accessible for audits, reporting requirements, and internal review.
Assists with client account maintenance, including updating contact information, payment preferences, and account records within organizational systems.
Answers calls and assist clients as well as other departments with client account related issues.
Identifies opportunities to improve departmental workflows and customer service processes, recommending enhancements that increase efficiency and stakeholder satisfaction.
Performs other accounting, customer service, and administrative duties as assigned to support the objectives of the Finance Office.
Protects the confidentiality and integrity of Protected Health Information (PHI) according to Meals on Wheels! relevant policies and procedures.
Views, alters, retrieves, and stores PHI using company-defined, secure methods consistent with the tasks required of them.
Attends and fully participates in all staff meetings and other meetings as required/directed, and keeps supervisor informed of issues affecting clients.
Contributes to team effort by accomplishing related tasks as needed.
Assists with and attends special events held by Meals on Wheels of Central Maryland, as necessary.
Upholds the vision, mission, and values of Meals on Wheels of Central Maryland.
Other duties as requested by supervisor.