Executive Assistant/Accounting Specialist Job Manchester area,New Hampshire USA,Administrative/Clerical

Position: Executive Assistant / Accounting Specialist

Executive Assistant/Accounting Specialist

This position is the executive assistant to the Finance Officer & Secretary for Temporalities for approximately 15 hours per week. The position provides accounting support to the Controller the other 25 hours per week.

This support position provides executive secretarial, consultative, record, correspondence, and reception services to encourage, promote, support, and strengthen the goals and objectives of the Office of Finance and Secretariat for Temporalities.

Essential duties include:

Gather reports and prepare the Diocesan Finance Council packet a week prior to meeting

Transcribe meeting minutes for various meetings (DFC, ILC, Budget)

Transcribe meeting minutes for the Diocesan Real Estate and Capital Projects Committee monthly

Coordinate Diocesan Digest entries with directors for approval by Vicar

Schedule appointments, arrange meetings/special events

Coordinate projects such as retired priest housing allowance, workshops, annual investment election statement updates, and Mass Fund letters

Coordinate and track insurance reimbursements. Obtain Controller's approval

File new Trust and Estate files with Chancellor's Office and Finance

Assist Real Estate Office with A-9 process

Coordinate Bookkeeper and Business Manager workshop and International Priest Training

Complete projects and assignments as directed by and in support of the Finance Officer

Respond to telephone inquiries and/or make referrals to appropriate party

Provide full range of mail services (sorting, distributing, labeling, bulk mailing)

Open all the Finance Office mail, distribute, and log all incoming checks, coding non-AR checks using budget program Euna

Code Accounts Payable invoices received daily to ensure coding agrees with budget accounts when Senior Accountant is not available

Process invoices in Accounts Receivable for any collection funds received

Process all Accounts Receivable payments in Financial Edge; scan to bank using remote deposit. Print deposit information to be posted by Accountant

Coordinate with Financial Analysis yearly Accounts Receivable billing

Using Financial Edge, import billing monthly, apply any financial aid and/or grants

Work with various departments for charges that are on the monthly AR statements

Print and mail monthly accounts receivable statements

Follow up on delinquent payments via phone and/or email

Reconcile all accounts receivable accounts monthly, reporting past due accounts to Controller

Assist department with budget questions

Process Journal entries for postage payments through ACH

Process all audit requests assigned by Controller

Coordinate with facilities manager ordering of supplies as needed

Coordinate driver authorizations for insurance program through Porter & Curtis

Verify and mail weekly accounts payable checks

Other duties include:

Perform other office tasks as assigned

Occasionally provide support for other Directors within the Secretariat for Temporalities

Environment:

General office, clean, well lit, environmentally comfortable

Minimal exposure to chemicals related to copier equipment and general office solvents.

Requirements:

Education, Experience, and

Skills Required:

Education:

College Graduate

Experience:

2+ years as an executive assistant in a Finance Department preferred at an organization with in excess of 20 employees required

2+ years as an administrative assistant in secretarial field, basic accounting knowledge required.

Skills:

Proficient in the use of personal computers including word processing, spreadsheets, database and internet programs including virtual meeting programs, Teams, experience with mail merges, taking minutes, and transcribing for various boards, Excel skills necessary to perform job.

Ability to communicate well in both spoken and written English,

Ability to interact with clergy, religious, laity, both within the Diocesan Administration and outside (parishes, schools, other institutions, and general public) in a knowledgeable and tactful manner.

Due to the nature of this position, it is desirable that the individual be understanding and respectful of the positions of the Roman Catholic Church.

This position requires the ability to:

Work at a desk during the majority of the workday with some need to stand and/or walk

Lift or carry objects weighing up to approximately 20 pounds

Frequently operate controls with hand manipulation

Executive Assistant​/Accounting Specialist

Executive Assistant/Accounting Specialist