Administrative Assistant II

Responsibilities• Perform all administrative functions for the Chief Finance Officer and Finance Directors • Schedules group meetings, reserve appropriate meeting rooms, arrange audiovisual equipment and catering as needed, and coordinate multiple calendars• Manage the paper and digital record retention process in compliance with departmental and Fund policies and procedures, including scanning paper records.• Sort and distribute mail for the department, manage the Petty Cash box, and manage department supplies• Maintain and monitor reporting calendar for reporting deadlines• Keep weekly timesheets for the Finance Department staff• Maintain a shared vacation (PTO) and in-office calendar for the Finance Department• Create Finance Department requisitions for creation of purchase orders to submit invoices for payment in Oracle/NetSuite system• Provide audit support by preparing daily cash receipt records for annual sample testing by external auditor• Prepare and run Accounts Receivable reports and queries, as well as other system reports, to assist Accounts Receivable accountants and analysts with their daily activities.• Assist with spreadsheet creation and data entry as needed to support accountants in analyzing and completing daily cash receipt and collections activities.• Create and mail confirmation letters to employers regarding withdrawal liability correspondence; track payments from employers and distribute withdrawal liability reports to them.• Perform additional duties and projects as assigned by managementQualifications• High School Diploma or GED required, Bachelor's degree preferred • Minimum two (2) year experience as an Administrative Assistant including (1) year experience in a finance department, providing support to management • Intermediate skill level in Excel, PowerPoint, Word, and Adobe Acrobat required• Accounting background experience preferred• Excellent verbal and written communication skill; must be able to establishes priorities; meet deadlines and multi-task• Must be able to work independently with minimal supervision• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands• Must have high ethical standards and high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated integrity, honesty, poise, tact, and diplomacy • Must be able to interact and communicate with individuals at all levels of the organization in a professional manner

Created: 2025-09-27