Operations & Finance Assistant

FACE TO FACE HEALTH•Saint Paul, MN

69d•$27 - $28•Onsite

About The Position

The Operations and Finance Assistant plays a key role in ensuring the effective day-to-day functioning of both administrative and financial systems across the organization. This position provides comprehensive support in human resources, facilities, IT, and finance, while also assisting with project management and organizational initiatives. Responsibilities include maintaining employee records, supporting onboarding and staff training, managing office and operational supplies, and assisting with payroll and financial processes.

Requirements

High school diploma or equivalent required; associate or bachelor's degree in human resources, Accounting, Bookkeeping, or related field preferred.
Proven experience in an administrative, coordination, or operations support role; accounting experience a plus.
Proficient in Microsoft Office including Word, Excel, PowerPoint, and Sharepoint.
Ability to maintain absolute confidentiality on employee and financial topics.
Strong attention to detail and accuracy.
Strong organizational and multitasking skills.
Excellent communication and interpersonal skills.
Ability to work independently and collaboratively.
Demonstrated ability to work and communicate effectively with people of diverse ethnic, economic, racial and cultural backgrounds.

Responsibilities

Maintain and update employee records, both electronically and in hard copy.
Prepare and post job listings for open positions.
Support onboarding of new hires, including scheduling, preparing paperwork, ordering supplies, and creating door tags and ID badges.
Maintain inventory of staff cell phones, parking passes, entry badges, keys, software licenses, and other supplies.
Assist with conducting inventories of gift cards, bus cards and petty cash on a monthly or quarterly basis.
Oversee monthly compliance training for staff including scheduling, sending notices and reminders, and updating employee records.
Maintain inventory and order office and facilities supplies for the organization.
Review and code operational invoices for COO approval.
Review employee timesheets in preparation for payroll processing.
Provide project management support for operational and finance projects (e.g. implementation of new software).
Assist with external invoices by scanning all supporting documentation and filing appropriately.
Assist with day-to-day financial operations including accounts payable, accounts receivable, to include data entry, disbursements, filing, scanning and copying.
Assist in preparing documentation for audits, grant compliance reviews, and financial reporting.
Schedule meetings, prepare agendas, and take meeting minutes as requested.
Liaise with vendors, volunteers, interns and staff on operations and finance matters as directed.
Assist Leadership Team in planning and preparing staff training and appreciation events.
Maintain org-wide Sharepoint site ensuring it is up to date with policies, forms, and employee resources as needed.
Support the IT Coordinator as needed (e.g. org-wide software updates, copier ink maintenance)
Provides all services guided by the evidence-based principles for helping youth overcome homelessness; and
Perform general administrative duties and ad hoc tasks as assigned.