Administrative Assistant I

Description

POSITION TITLE: Administrative Assistant I 

PROGRAM/LOCATION: Administration/ San Luis Obispo 

POSITION SUMMARY:

The Administrative Assistant provides general support for the various finance functions.  Key responsibilities include processing vendor invoices, ensuring the proper recording of credit card transactions, and preparing documentation for billing.  Scanning, filing and various other data entry tasks will also be required.  This position supports the work of the Finance Director to uphold financial integrity by following proper accounting policies and procedures and maintaining finance records. The Administrative Assistant upholds and pro¬motes the organization’s trauma informed philosophy in all duties performed.

HOURS/ SALARY:

Full-time, non-exempt position. 40 hours per week. Anticipated hiring range is $22.00-$23.00. Includes a generous individual benefits package that includes health, dental, vision, life, 403b retirement (with up to a 5% employer match) paid vacation/holiday time, paid sick time and a variety of helpful employee perks as well. (*Full Salary Schedule $22.00-$24.72 per hour). 

EMPLOYEE PERKS:

A few of our helpful employee benefits include membership discounts to various local fitness centers. We offer years of service gift cards to businesses of your choice. We offer gift cards for walking, biking, or carpooling to work as well as 20% discount for shopping at our Growing Grounds Downtown Store/Nursey/ Farm. We host two employee appreciation events for employees and their families yearly. We practice Trauma Informed Care Principles, Guidelines for Collaborative Conversations, and encourage the use of pronouns. We mindfully promote equality, respect and diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all the fascinating characteristics that make us different! TMHA is also a pet friendly workplace (upon approval)!

ORGANIZATION DESCRIPTION:

Transitions – Mental Health Association is a leading non-profit agency committed to providing comprehensive mental health services and support to individuals and families by inspiring hope, growth, recovery and wellness in our communities.  TMHA has decades of experience with teams of compassionate staff. TMHA is a driving force in improving mental health and wellness in our communities and a supportive and inclusive work environment that values diversity and individual contributions. 

MISSION STATEMENT:

Transitions Mental Health Association is a nonprofit organization dedicated to eliminating stigma and promoting recovery and wellness for people with mental illness through work, housing, community and family support services.  

RESPONSIBILITIES AND DUTIES:

1. Assist the Payroll Coordinator with semi-monthly payroll processing.

2. Provide prompt responses to staff inquiries about payroll and benefits, offering assistance and guidance to ensure smooth and efficient payroll processing.

3. Assist with the accurate and timely preparation of final paychecks for departing employees, adhering to all relevant policies and deadlines.

4. Prepare and distribute payroll reports and summaries for management review.

5. Assist with year-end reporting, including W-2s.

6. Audit monthly benefit invoices to ensure accuracy of new hires and separations of employment, ensuring appropriate credits are processed in a timely manner.  Use the VLOOKUP function in Excel to match “key fields” which establish relationships between different tables and allow the user to fill in missing data.  

7. Prepare annual look-back of hours worked to ensure ACA compliance.

8. Track hours worked reports to ensure timely notification to HR staff of 403b eligibility. 

9. Prepare monthly ERISA compliance reporting.

10. Provide backup support for accounts payable, including processing of vendor invoices and reimbursement requests for timely payment, ensuring the accuracy of coding and payment authorization.

11. Provide backup support for credit card transactions, including review of credit card transactions for assigned programs. Review all receipts documentation and coding for accuracy and completeness. 

12. Communicate receipts documentation issues in a timely and professional manner to card holders regarding incomplete or inaccurate information. Monitor communications to ensure timely responses and accurate record keeping.  

13. Follow up with credit card holders regarding any missing or incomplete documentation needed for accurate and authorized payments. Escalate any concerns or challenges to Controller or Finance Director.

14. Perform monthly account reconciliations for assigned balance sheet accounts.

15. Prepare Excel spreadsheets for upload into general ledger.

16. Provide backup support to Financial Analysts for monthly cost reimbursement billing, including running reports and assembling supporting documentation.

17. Provide general and administrative support to finance staff.

18. Scan, copy, and file financial documents as needed.

19. Promote, encourage and maintain trauma-informed practices in all services and activities. Practice and promote, both individually and in team meetings, TMHA’s Collaborative Communication Guidelines in order to facilitate clear, empathetic and person-centered communication. 

20. Assume other duties and responsibilities as assigned by the Finance Director or Controller.

JOB EVIRONMENT:

1. Light, physical activity.  May include moving or lifting up to 50 lbs.

2. Involves moderate risks that require safety precautions and the risk of exposure to potentially intense situations.

3. Active, busy and professional office environment.

Requirements

MINIMUM REQUIREMENTS:

1. High school diploma or equivalent.

2. One to two years of data entry required, bookkeeping experience preferred.

3. Ability to work with computerized accounting and human resources systems.

4. Experience using Microsoft Excel required.  Experience with SageIntacct, Paylocity, and Ramp software systems a plus.  

5. Ability to learn and adapt to new software programs.

6. Strong interpersonal skills, collaborative work style and strong oral, written, and communication skills. 

7. Consistently demonstrate punctuality and reliability, ensuring timely attendance when scheduled.

8. Ability to work independently and flexibly

9. Ability to handle intense situations, display good judgment and decision-making skills, and remain calm and clearheaded under pressure. 

10. Ability to possess and maintain good physical and mental health.  

11. Ability to work well within a team and maintain a professional, respectful attitude in the workplace.

12. Ability to be willing to work with supervisor oversight and direction. 

13. Able to work effectively with a variety of people and personality types regardless of age, ethnicity, race, religion, sexual orientation, gender identity/expression or socio-economic level.

14. Attendance is an essential function of this job that requires face-to-face interaction with other employees.

15. Ability to mindfully promote equality and respect diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all of the other fascinating characteristics that make us different.

16. Demonstrate the ability to successfully deliver culturally responsive services

17. Knowledge of the various dimensions of diversity, including mental health, gender, race and ethnicity. 

18. Must use reasonable precautions in the performance of one’s duties and adhere to all applicable safety rules and practices while acting in such a manner as to assure at all times, maximum safety to one’s self, fellow employees, clients, and other persons contacted through TMHA business. 

19. Conditions of employment include: 

• Must be at least 18 years of age; possess a valid CA Driver’s License, and DMV driving record that meets TMHA’s current vehicle insurance requirements.  May be required to utilize reliable personal vehicle and auto insurance.  

• Must comply with a TB assessment (possibly a TB test if needed to confirm a negative tuberculosis result) and receipt of a criminal record clearance through fingerprinting.  

• Must be able to successfully complete First Aid and CPR training.

PHYSICAL DEMANDS:

1. Seeing

2. Hearing

3. Speaking

4. Stooping/Bending

5. Moving around office

6. Moving between offices/clients

7. Driving

8. Climbing

9. Lifting/carrying heavy items

10. Computer use

11. Pushing/pulling/dragging items

12. Using hands/fingers