Finance Administrative Assistant

Finance Administrative Assistant

It is our policy to provide equal employment opportunities and will not unlawfully consider any factors of race, religion, age, creed, national origin, gender, disability, veteran or military status, genetic information, or any and all other unlawful biases regarding federal, state or local laws with regard to workers or applicants.

The purpose of the Finance Administrative Assistant position is to provide daily administrative and clerical support to the General Treasurer that ensures smooth financial office operations across administrative, communication and operational functions.

High School Diploma with 5 plus years of administrative experience, preferably in finance related. Must be able to speak and write the English language in an understandable manner. Attends and participates in continuing educational programs. Experience with finance and accounting processes, with the ability to understand priorities. Experience with banking including preparing, and documenting deposits with appropriate coding. Detail-oriented, organized professional who values accuracy, consistency, and accountability.

Maintains confidentiality regarding all information shared, received, and accessed in the Finance office. Must demonstrate high ethical standards and professional conduct. Must possess leadership ability and willingness to work harmoniously with other personnel. Possess strong verbal and written communication skills that are clear and concise. Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow. Supports and articulates the mission and values of Carmelite Sisters of the Most Sacred Heart of Los Angeles.

Demonstrates the mission through decision making and actions related to values established in the handbook. Has a neat appearance and dresses in a professional and modest manner in accordance with the handbook. Comply with all regulations of the Employee Handbook, Safety IIPP Manual and all other applicable employee and safety policies. Technical proficiencies required including accounting software and Microsoft suite, particularly excel and word.

The Finance Administrative Assistant provides clerical support to the office of the General Treasurer by managing the calendar, office, paperwork, computer files, incoming mail, outgoing mail, meetings, agendas, and meeting minutes. This position assists the General Treasurer in maintaining a productive work schedule, as well as prioritizing workflow that ensures the ability to meet accountability goals of the finance department. This Finance Administrative Assistant provides support for accounting processes including handling deposits on a daily basis.

Duties and responsibilities include daily opening mail in tandem with a second person following the cash handling policy, logging and safeguarding cash and checks received, sorting invoices to appropriate parties for approval and coding. Handles government notices and correspondence received promptly by directing the notice to appropriate persons, and, if necessary, notify the General Treasurer. Records and deposits cash and checks as soon as possible, preferably daily.

Prepares deposits with coding as directed. Maintain organized filing systems (physical and electronic). Provides permanent file location, organization, and safekeeping. Such as Articles of Incorporation, Bylaws, Trust Deeds, Lease Agreements, Pension Plans, Accounting procedure manuals, organization charts, and internal control documents. Determines active working file organization. Such as insurance policies, including annual updates and analysis, and teaching contracts and renewals.

Prepare, edit, and format correspondence, reports, and documents. Schedule meetings, appointments, and conference calls, managing the calendar to provide adequate religious life goals as well as meet General Superior, General Council, and Finance timeline goals. Prepare meeting agendas, materials, and minutes. Provides audit materials as requested, such as minutes, contracts, and other documentation. Coordinate travel arrangements when needed. Track and manage office documentation…