Finance Administrative Support Specialist

Job description

Due to continued growth, we have an exciting opportunity for a Finance Administrative Support Specialist to join our Finance Department. This full‑time, Monday‑to‑Friday position will be instrumental in supporting both the Community Living Services (CLS) and Interpreting Departments. Key responsibilities will include performing finance‑related tasks such as data entry, payroll processing, billing, and financial tracking. The ideal candidate will be a detail‑oriented, proactive professional with exceptional organizational skills, advanced computer proficiency, and the ability to multitask effectively.

This position requires an individual who will contribute to the smooth functioning of daily operations while providing high‑quality administrative support to ensure superior service delivery.

• Front Desk Rotation & Office Support:
  Rotate front desk duties on a weekly basis, ensuring the smooth operation of the office. Provide professional visitor reception and handle inquiries promptly. Additionally, provide support with data entry, organising documents, maintaining office supplies, and coordinating meetings.
• Payroll and Timekeeping:
  Conduct thorough audits of employee time records, track and resolve clock‑in/out discrepancies, and maintain accurate records of all adjustments. Compile, submit, and process payroll deductions, check requests, and related payments, ensuring compliance with organisational standards.
• Billing and Financial Reporting:
  Finalise shifts for billing, prepare and review detailed financial reports, and accurately enter charges for submission. Assist with the preparation and tracking of accounts payable, accounts receivable, payroll, HR attendance, and related financial reports.
• Compliance and Regulatory Oversight:
  Ensure compliance with IRS regulations and stay informed of updates or changes to applicable laws. Maintain organisational adherence to regulatory standards.
• Cross‑Departmental
  
  Collaboration:
  
  Actively engage in organisational committees and provide support for initiatives as directed by the Executive Director. Contribute to the achievement of agency goals by managing team calendars, scheduling appointments, and providing administrative assistance across departments.
• Customer and Stakeholder Communication:
  Respond professionally to inquiries from clients and visitors. Provide exceptional customer support as needed, while ensuring confidentiality of sensitive information in accordance with company policies.

• Proven experience in an administrative or clerical role, with preference given to candidates with healthcare or medical receptionist experience (not required).
• Proficiency in Microsoft Word, Excel, Quick Books, and other applications such as Access and PowerPoint.
• Strong understanding of bookkeeping principles, including payroll, timekeeping, billing, and accounts payable.
• A degree in Accounting, Business, or a related field, or equivalent experience in financial or administrative roles.
• Exceptional calendar management skills, with the ability to prioritise tasks effectively and meet deadlines.
• Strong verbal and written communication skills, with the ability to interact professionally with staff, clients, and external stakeholders.
• Advanced computer literacy, including expertise in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to work both independently and as part of a collaborative, team‑oriented environment.
• Strong attention to detail, organisational skills, and the ability to manage multiple tasks efficiently.
• Willingness to cross‑train and assist with various administrative tasks as needed.

• Exceptional verbal and written communication skills, with the ability to engage professionally and clearly with staff, clients, and external stakeholders.
• Advanced proficiency in Quick Books Online and Microsoft Office Professional Suite (Word, Excel, PowerPoint).
• Experience in performing a wide range of bookkeeping and financial tasks, including payroll processing, billing, timekeeping, record maintenance, and accounts payable.
• Ability to apply bookkeeping principles to maintain accurate financial records and ensure compliance with regulatory standards.
• Flexibility and willingness to cross‑train, providing support for various administrative functions as needed, including covering for other staff members at the administrative assistant level.