Financial Administrative Specialist

Function and Scope

The Finance Administrative Support Specialist serves as a key member of the Finance department, acts as the primary point of contact for internal and external inquiries, 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.

Under the direction of the Accounting Manager the Specialist is responsible for the following:

A. 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 Quick Books.
• Assists with completing Auto-pay enrollment requests.
• Manages company credit card log sheet, tracking usage and collection of receipts, and posts to Quick Books.
• 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.

• Ability to work both independently and within a team setting.
• Ability to successfully pass a background check and credit check.
• Ability to perform data entry effectively in conjunction with basic computer literacy.
• 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 Quick Books.

AA degree, bachelor's degree preferred; experience and course work considered in lieu of 3-5 years of experience in administrative accounting functions and collections.