Business Office Assistant//Administrative Assistant

• Associates Degree in Accounting, Business, or Related field. Experience in lieu of degree may be considered.
• Knowledge and experience in Accounting, Accounts Payable/Receivable, Payroll Processing.
• Extensive knowledge of Excel and other database systems.
• Due to financial aspects of this position, a credit check may be required and must be deemed appropriate by the Director of Business Operations.
• Manual and machine math and computation skills
• Ability to operate personal computers effectively.
• Extensive knowledge of Microsoft Office
• Knowledge of Microsoft Access, Publisher
• Must be able to read and write English and follow written instructions.
• May be required to work at any facility and to provide own transportation to and from facilities. May be required to provide own transportation to complete bookkeeping tasks.

• Physical Requirements:

• Ability to sit at a computer terminal or work at a desk for two hours at one sitting.
• Must be able to bend, twist, stoop and squat.
• Must be able to reach above, at or below shoulder height .
• Must be able to see and hear or use prosthetics that will enable these senses to function adequately so the requirements of the position can be fully met.
• Use stairs

• Interpersonal Requirements:

• Must be able to work cooperatively as part of a team and maintain a pleasant demeanor.
• Must be able to deal effectively with stress created by participants, staff, family members, multiple tasks, deadlines, noises and interruptions.
• Must be highly organized with an eye for detail.
• Good verbal and written communication skills.
• Must be able to follow directions.
• A high level of decision making skills is required in the execution of day to day activities.

• Exposure to latex, plastic and materials which are used for personal protective equipment.
• Exposure to hazardous chemicals such as disinfectants, cleaners and soaps, etc.
• Exposure to unpredictable behavior of participants.
• Exposure to loud noises or unpleasant odors.
• Exposure to communicable diseases.

• Take and distribute messages (phone, email, fax, etc.) effectively and in a cooperative and confidential manner. Answer questions and direct to appropriate persons as needed.
• Proven competency with the following software applications and related hardware interfaces: Word, Excel, PowerPoint Publisher, Access, Outlook, Quickbooks or other Accounting Software. Use of digital camera and photo manipulation
• Provide typing, word processing support. Duplicate and distribute documents using conventional and electronic methods. Recommend and create new form layouts as needed. Implement and maintain online methods of recordkeeping.
• Completion of assigned general ledger recordings in accordance with all agency, state, and federally accepted/required accounting processes
• Assist in payroll processing by completing assigned bi-weekly procedures within payroll software.
• Complete and ensure all Accounts Payable Processes are completed atleast biweekly, including reviewing bills, cutting checks, ledge accounting, contacting vendors to reconcile problems and other related duties
• Reconciling and processing of PEX Accounts, gas receipts, and other records for program expenses
• Auditing and Reconciling individual cash bags.
• Assist the Office Coordinator in accounts receivable processing as required
• Assist and Maintain any business office files and records in accordance with ARC Policies
• Contacting, facilitating, and scheduling of all Facilities work/maintenance as instructed by the Office Coordinator.
• Assist in Bank Reconciliation duties and other financial administrative support as needed.
• Assisting/Ordering Program Supplies as requested/directed by Office Coordinator
• May be responsible for the production, and distribution of organizational marketing, fundraising, reports, and other printed/media for the Executive Director. Including, but not limited to: the newsletter, annual reports, annual fundraisers, email campaigns, brochures.
• Complete organization mailings as required/needed
• Assist in auditing of required DDS/CMS/Contractual documentation as instructed
• Assist in coordination and preparation of meetings for the Executive Director and the Director of Business Operations as required.
• Assist in all clerical/administrative needs of the Business Office, Office Coordinator, Director of Programs, Director of Business Operations, and Executive Director.
• Other administrative/clerical duties as required.

Arc of Greater New Haven, Inc.