Accounts Payable/Administrative Assistant

The Accounts Payable/Administrative Assistant is responsible to process the Agency’s accounts payable, is the second in line to process payroll, is responsible to ensure the smooth operation of the business office, community outreach programs, and assists in all components of fundraising and development.

Other responsibilities include assisting with Human Resources tasks, such as annual open enrollment, data entry for employee tracking, and reconciliation.

Duties/Responsibilities:

Accounts Payable:

• Process and manage all paperwork and financial transactions.
• Organize records and backup electronically.
• Ensure accounting records are in order for the Agency’s annual audit.
• Maintain appropriate excel workbooks.

Office Administration:

• Is responsible for the inventory and control of the agency’s office supplies.
• Will be the liaison to ICCI for the use and maintenance of the office and technological equipment.
• Handles general office responsibilities such as, but not limited to, the agency’s mail.
• Collaborates with the Development Coordinator on the agency’s monthly In-House Newsletter and prepares it for distribution.
• Provides support to special events and fundraising activities.
• Maintains agency’s contributor software and produce analytical reports as they pertain to donor activity.
• Prepares acknowledgement correspondence to donors/contributors.
• Maintains the agency’s official Board of Directors file and related correspondence.
• Is second in line to attend Board of Director meetings and be the note taker.

Payroll:

• Serves as backup to the Sr. Bookkeeper.
• Processes bi-weekly payroll.
• Creates bi-weekly payroll reports.
• Consults, as needed, with the Human Resources Manager.

Volunteer Program:

• Collaborates with the Day Program Manager and the Development Coordinator.
• Serves as the first contact for new volunteers.
• Prepares the Volunteer Welcome packet.
• Maintain the physical and electronic volunteer database.

Other duties as assigned by the Sr. Bookkeeper and the Executive Director.

Qualifications:

• Education and Experience:
• Bachelor’s Degree with 2 years of experience preferred OR
• Associate’s Degree in a relevant field with minimum of three years financial, and administrative support experience required.
• Proficiency in Microsoft Office programs including Word, Excel, and Power Point required.
• Proficiency in accounting software preferably QuickBooks.
• Must possess excellent verbal and written communications skills.
• Active, clean NYS Driver’s License and ability to provide own transportation.

Essential Functions:

• Will maintain the utmost confidentiality regarding agency and employee financial and personal matters.
• Effectively handle conflict in order to reach a satisfactory solution.
• Will work with computers and automated output and enter and analyze data in automated systems as well as work with financial/statistical data.
• Must be able to operate all general office machines and provide routine maintenance, e.g., adding machine, copiers, fax machine, ID badge machine, and telephone system.
• Will manage a diverse and broad workload and work under deadline pressure to meet deliverable requirements and established work goals.
• Will work full time during normal business hours. May be required to work flexible hours as necessary.
• Will exhibit emotional stability with the capacity to separate personal issues from work related issues and relate to a wide range of people who are culturally and socio-economically diverse.
• Will understand, communicate and carry out the mission, values, philosophy and policies of the Agency in a professional manner to all parties with whom she/he comes into contact.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience level:

• 3 years

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

Ability to Relocate:

• Schenectady, NY 12307: Relocate before starting work (Required)

Work Location: In person