Administrative Assistant Jobs

About The Position

Requirements

• High school diploma or equivalent.
• One to two years of data entry required, bookkeeping experience preferred.
• Ability to work with computerized accounting and human resources systems.
• Experience using Microsoft Excel required. Experience with SageIntacct, Paylocity, and Ramp software systems a plus.
• Ability to learn and adapt to new software programs.
• Strong interpersonal skills, collaborative work style and strong oral, written, and communication skills.
• Consistently demonstrate punctuality and reliability, ensuring timely attendance when scheduled.
• Ability to work independently and flexibly
• Ability to handle intense situations, display good judgment and decision-making skills, and remain calm and clearheaded under pressure.
• Ability to possess and maintain good physical and mental health.
• Ability to work well within a team and maintain a professional, respectful attitude in the workplace.
• Ability to be willing to work with supervisor oversight and direction.
• Able to work effectively with a variety of people and personality types regardless of age, ethnicity, race, religion, sexual orientation, gender identity/expression or socio-economic level.
• Attendance is an essential function of this job that requires face-to-face interaction with other employees.
• Ability to mindfully promote equality and respect diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all of the other fascinating characteristics that make us different.
• Demonstrate the ability to successfully deliver culturally responsive services
• Knowledge of the various dimensions of diversity, including mental health, gender, race and ethnicity.
• Must use reasonable precautions in the performance of one’s duties and adhere to all applicable safety rules and practices while acting in such a manner as to assure at all times, maximum safety to one’s self, fellow employees, clients, and other persons contacted through TMHA business.
• Conditions of employment include: Must be at least 18 years of age; possess a valid CA Driver’s License, and DMV driving record that meets TMHA’s current vehicle insurance requirements. May be required to utilize reliable personal vehicle and auto insurance.
• Must comply with a TB assessment (possibly a TB test if needed to confirm a negative tuberculosis result) and receipt of a criminal record clearance through fingerprinting.
• Must be able to successfully complete First Aid and CPR training.

Nice To Haves

• bookkeeping experience preferred
• Experience with SageIntacct, Paylocity, and Ramp software systems a plus.

Responsibilities

• Assist the Payroll Coordinator with semi-monthly payroll processing.
• Provide prompt responses to staff inquiries about payroll and benefits, offering assistance and guidance to ensure smooth and efficient payroll processing.
• Assist with the accurate and timely preparation of final paychecks for departing employees, adhering to all relevant policies and deadlines.
• Prepare and distribute payroll reports and summaries for management review.
• Assist with year-end reporting, including W-2s.
• Audit monthly benefit invoices to ensure accuracy of new hires and separations of employment, ensuring appropriate credits are processed in a timely manner. Use the VLOOKUP function in Excel to match “key fields” which establish relationships between different tables and allow the user to fill in missing data.
• Prepare annual look-back of hours worked to ensure ACA compliance.
• Track hours worked reports to ensure timely notification to HR staff of 403b eligibility.
• Prepare monthly ERISA compliance reporting.
• Provide backup support for accounts payable, including processing of vendor invoices and reimbursement requests for timely payment, ensuring the accuracy of coding and payment authorization.
• Provide backup support for credit card transactions, including review of credit card transactions for assigned programs. Review all receipts documentation and coding for accuracy and completeness.
• Communicate receipts documentation issues in a timely and professional manner to card holders regarding incomplete or inaccurate information. Monitor communications to ensure timely responses and accurate record keeping.
• Follow up with credit card holders regarding any missing or incomplete documentation needed for accurate and authorized payments. Escalate any concerns or challenges to Controller or Finance Director.
• Perform monthly account reconciliations for assigned balance sheet accounts.
• Prepare Excel spreadsheets for upload into general ledger.
• Provide backup support to Financial Analysts for monthly cost reimbursement billing, including running reports and assembling supporting documentation.
• Provide general and administrative support to finance staff.
• Scan, copy, and file financial documents as needed.
• Promote, encourage and maintain trauma-informed practices in all services and activities. Practice and promote, both individually and in team meetings, TMHA’s Collaborative Communication Guidelines in order to facilitate clear, empathetic and person-centered communication.
• Assume other duties and responsibilities as assigned by the Finance Director or Controller.

Benefits

• health
• dental
• vision
• life
• 403b retirement (with up to a 5% employer match)
• paid vacation/holiday time
• paid sick time
• membership discounts to various local fitness centers
• years of service gift cards to businesses of your choice
• gift cards for walking, biking, or carpooling to work
• 20% discount for shopping at our Growing Grounds Downtown Store/Nursey/ Farm
• two employee appreciation events for employees and their families yearly