Administrative Assistant

Description:

The Administrative/Accounting Assistant is responsible to provide administrative and accounting support to Waterston Ministries. This will include secretarial, administrative and accounting duties.

Perform duties such as payroll, timekeeping, benefits, and maintaining a filing system, performing bookkeeping functions including assistance in accounts payable/receivable, petty cash, banking, monitor client trustee finances, and preparing/reconciling periodic financial reports.

This is a permanent full time position at 35 hours per week.

KEY RESPONSIBILITIES:

• Administrative Support

• Builds and maintains databases (e.g. employee/volunteer information, contact lists, inventory, hours worked); maintains input into the Salvation Army Management Information System - S.A.M.I.S.
• Prepares and receives paperwork for various projects and processes (e.g. accreditation, licensing)
• May schedule or keep track of supervisor’s calendar; makes travel arrangements; changes arrangements and provides reminders including support documentation
• Communicates clearly and effectively, both orally and in writing, to all internal and external contacts; is an effective member of an inter-disciplinary team
• Support external reporting requests as needed.
• Makes decisions on routine and urgent administrative matters in the absence of the supervisor

• Financial Administration

• Responds to routine enquiries, both internal and external to the organization
• May process accounts payable, entering invoices into accounting systems
• May process cash receipts and contributions from the general public, prepares and deposits funds to the local operating bank and enters into local the accounting system; issues tax receipts as required for charitable giving
• May process accounts receivable invoices to clients of the ministry unit for services rendered, and/or prepare and distribute monthly accounts receivable statements to facilitate collection of outstanding accounts receivable
• May handle and reconcile petty cash
• Work with the Administrative Coordinator to conduct regular client account and trust account reviews, ensuring reconciliations occur, including but not limited to: Monthly Bank Reconciliations
• Support the Administrative Coordinator by confirming and verifying client trustee accounts on an ongoing basis