Administrative Assistant – Finance

Description

Under the general direction of the Finance Manager, provides confidential support to the Finance department. Duties include data entry, general clerical, data entry and project-based work.

• Performs various duties for the Finance Department by answering the phone, responding to requests for information, maintaining various files and databases, managing calendars, contacts, reports, appointments, copying, scanning and preparing mailings.
• Assists in coordinating Department projects and initiatives, including system initiatives, audit support, donor management, event management, project management, team follow‑up items, communications to others, determining bottlenecks, scheduling and MS Planner updates, generating and documenting surveys and the results, documenting and soliciting feedback.
• Creates and modifies a variety of documents including invoice, donation, and inventory tracking, and recurring contract notifications.
• Assists in the preparation of materials for meetings, including not limited to agendas, room preparations and clean up. May attend meetings and record and prepare meeting minutes, as necessary.
• Coordinates meetings, travel arrangements, schedules, and various tasks in support of the Department and Service Center, as needed.
• Writing and proofreading a variety of communications including but not limited to memorandums, correspondence, invoices, ad hoc reports and letters as needed.
• Prepares, edits and organizes fillable forms, manuals, and end user training documentation as well.
• Maintenance in Donor Perfect to include codes, templates, donor data, payment gateway, campaigns, event management and reconciliations.
• May occasionally serve as receptionist, including greeting all guests and staff warmly.
• Serves as back‑up to other Administrative/Executive Assistants in times of absence.
• Performs other duties as assigned.

• Associate’s degree in Business Administration or related field preferred. Alternative to traditional educational attainment would be four or more years in positions of proven, progressive responsibility.
• Two or more years of office or clerical experience is preferred.
• The job requires a person with exceptional organizational skills, excellent communication skills, a high desire to serve the team and other staff with an empathetic attitude, and a general willingness to look for ways to continuously improve the status‑quo.
• Mastery of computer skills necessary to effectively perform all areas of job responsibilities including strong knowledge of Microsoft Office 365 (Outlook, Word, SharePoint, Excel, PowerPoint, etc.), Canva, and Adobe Professional required. Knowledge of Donor Perfect preferred.
• Must maintain confidentiality and exercise good judgement and independent decision‑making in interactions with staff members and the public. Ability to work under general supervision with latitude in exercising independent judgment and discretion subject to Library policies and procedures and professional practices.
• Effective time management skills are necessary to work on multiple projects concurrently. Must be able to report to work on time, meet deadlines and established timetables with extreme accuracy in a fast‑paced environment.
• High level of interpersonal and communications skills (both oral and written forms) necessary to interact with various levels of community members, library patrons, personnel, Leadership Team, and Board members. The incumbent is also required to communicate effectively in both oral and written forms.
• Prioritization skills necessary to perform varying tasks with frequent interruptions.
• Ability to operate a variety of office equipment including but not limited to computers, copy machines, and Teams telephones.
• Proactive, self‑starter attitude with a high level of follow‑through.
• Organizational skills are necessary to perform a varying task with frequent interruptions.
• Creating and maintaining a professional work environment.
• Understanding confidentiality and employee right to privacy issues.
• Analytical ability to compile statistical information and present it in written formats.
• Visual acuity necessary to view a computer screen…