Administrative Assistant

• Provide administrative and financial management support to the assigned programs including processing accounting transactions, coordinating human resources processes, representative payee processes, and managing the business office.
• Ensure the financial, accounting, and administrative aspects of the assigned programs are operating in compliance with all federal, state, and local funding requirements, as well as, agency policies and procedures.
• Manage the agency’s bank deposit process including entry into the accounting database, if required, and submission of required forms to A&F.
• Process accounts receivable including rental collections, donations, rep payee reimbursements and grants and contracts revenue.
• Manage all aspects of the division’s accounts payable invoicing process as required by A&F including coding and submission to A&F.
• Collect rent from an assigned tenant. Ensure coordination, effective communication and reconciliation with SMOC Housing as appropriate.
• Coordinate recruiting for open positions; perform new hire orientation including the collection of paperwork and submission to HR; process volunteer and intern paperwork.
• Review and reconcile the division's timesheets, time-off balances, etc., and submit to Payroll on a timely basis.
• Manage the petty cash fund.
• Coordinate and process purchase orders, expense reports, and stipend program payments through A&F.
• Assist as needed in Agency audit.
• Maintain accurate records/files and process paperwork in accordance with agency policies and timeframes.
• Provide support to the Director and Program Directors on various initiatives and tasks as required.
• Manage all financial aspects of Social Security Payee program within expectations laid out by SSA.
• Engage all clients by understanding and addressing their needs whether within or outside the scope of the specialty.
• Attend & participate in team meetings and communicate effectively with clients and staff in other specialty areas.
• Ensure compliance with program/department, agency, and/or funder requirements, as well as, SMOC policies & procedures.
• Other duties as assigned.

Administrative Assistant

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