Financial Assistant/Office Manager | Indianapolis, IN

POSITION SUMMARY

The Financial Assistant/Office Manager delivers a professional first impression as the primary point of contact for Center guests and callers; assists the Senior Director of Finance in maintaining the efficiency, accuracy, and organization of the Center’s finance functions; and contributes to the smooth functioning of the Center’s collaborative environment through a service-oriented and hospitable approach to office management.

SALARY RANGE: $55,000-$65,000

RESPONSIBILITIES 

Administrative/Financial Support for Senior Director of Finance (50%) 

• Receive external invoices and create check request vouchers
• Receive invoices from satellite offices, review for complete check request vouchers and place in the folder for approval
• Log incoming mail
• File check payments
• FedEx packages as needed
• Vendor file upkeep, create new vendor folders and file W-9s; manage all workroom filing
• Collect credit card receipts monthly from all staff, follow-up on late or missing items
• Ensure President’s approval on check request vouchers prior to check day
• Prepare itemized report of income, classifying by region, event, refund, stipend, etc.
• Enter grant check number into database and print and include check enclosure letters before mailing grant checks 
• File grant check stubs and documentation 
• Maintain physical copy files for grants 
• Notify grant team of grant refund checks received by the Center 
• Receive income, make copies of checks received then give to Senior Director of Finance for deposit preparation 
• Make bank deposits as directed 
• Assemble and produce Board packets and mail or send electronically as directed. Requires confidentiality. 
• Communicates with Board as directed by Senior Director of Finance such as arrangements for hotel, meals and other hospitality items related to Board meetings
• Attend meetings as recording secretary as directed by Senior Director of Finance 
• Send files to offsite storage annually per Senior Director of Finance

Office Management and Team Support (50%) 

• Answer, screen and direct telephone calls
• Greet and offer hospitality to guests as they arrive at the Center
• Schedule and serve as host for outside groups using Center office space
• Manage the Center’s global calendar
• Create mailing lists and execute large mailings (via email) for Center directors for events and congregational communication 
• Receive, log, and distribute mail
• Serve as day-to-day point of contact for building management issues (maintenance, security, parking) for all Center related employees and guests 
• Proactively monitor supply inventory, including printed stationery, mailing accessories, and office, kitchen, and housekeeping supplies; order supplies as needed; receive and store new supplies
• Proactively monitor and maintain office equipment, including copiers, printers, fax machines and mailing equipment
• Proactively manage and clean kitchen to ensure hospitable environment, including refreshments, dishwasher, refrigerator, trash, etc.
• Arrange catering for onsite meetings of staff for all staff meetings and new hire days
• Maintain parking registration, keys, and entry fobs for all staff
• Make hotel reservations and arrange transportation for outside guests not related to Education Events and not staff
• Anticipate needs and assist colleagues with proofing/formatting documents, preparing contracts from templates, copying, faxing, and shipping

ESSENTIAL QUALIFICATIONS 

• Previous experience in a professional office environment and interacting with customers and vendors
• Working knowledge of accounting software specifically Sage Accounting 
• Highly proficient in Microsoft Outlook, Word, Excel, and PowerPoint
• Proficient in Internet purchasing and research
• Knowledge of standard office equipment and administrative practices, including document and mail management systems

PREFERRED QUALIFICATIONS 

• Associate’s or Bachelor’s degree preferred or commensurate professional experience

POSITION-SPECIFIC SKILLS AND COMPETENCIES 

• Confident, professional, and welcoming demeanor
• Highly organized; takes initiative, sets priorities, follows through
• Ability to shift quickly between multiple priorities while staying focused on quality interactions with guests and colleagues
• Quick study: puts knowledge to work quickly
• Collaborative and eager to help others
• Problem solver; finds and offers alternative solutions
• Excellent written, verbal, and interpersonal communication skills
• Attentive to details and accuracy
• Maturity and professional judgment; ability to maintain discretion with sensitive and confidential information

PERSONAL TRAITS FOR CULTURAL FIT 

• High degree of alignment with Center’s mission
• High degree of alignment with Center's values of Equity, Responsibility, and Relationships
• Positive view of congregations
• Lifelong learner: desire to grow professionally and personally through interactions with diverse
• High personal work standards to succeed in high expectation workplace