Finance and Shared Services Assistant

Description

Position Summary:

The Assistant - Finance and Shared Services provides essential finance, operations, and administrative support. The  Assistant will ensure efficient operations, sound financial management, and seamless support to various teams. This role requires a highly organized, detail-oriented individual with strong administrative and clerical skills and a sense of urgency and efficiency.  The Assistant will have a proactive approach and the ability to thrive in a dynamic, hybrid environment. The assistant will be responsible for expense coding, collaborating with the events team and other teams to substantiate and reconcile expense card purchases.  The assistant will support HRIS management and maintain finance and shared services folders and documents.  

Designated Teams: Circles, Projects and/or Initiatives

Finance and Accounting

People & Culture

• Human Resources  
• Thrive Coaching
• Operations & IT
  • Risk Management 
  • Information Technology

Team Duties and Responsibilities:

• Attend in-person and on-site meetings on at least 2 days per month and up to 4 days per month and abide by the policies and procedures related to meeting attendance. 
• Complete self-reviews, 360 reviews, and team lead reviews, if applicable, as a part of the semi-annual performance review process. 
• Participate in a minimum of 5 hours of internal or external professional development opportunities each month on the designated professional development day and document the professional development opportunities you participated in. 
• Complete bi-weekly checks, monthly initiative success reports, folder management, and initiative, project, or operational area documentation each month on designated administrative days. 
• Meet with lead/steward monthly to discuss performance, using the C.R.E.A.T.E values and role description as guides for the discussion.
• Liaising with team members about team roles, responsibilities, and areas.
• Assisting in the planning and implementation of team projects and initiatives
• Helping to coordinate and manage project and initiative tasks and deliverables.
• Analyzing, presenting, and reporting on key performance indicators and progress
• Coordinating routine and non-routine tasks and activities, including, but not limited to, scheduling and documenting meetings, account and vendor management, and operations support, including administration and finance support.
• Performing other duties required to support Team roles and responsibilities.
• Upholding Black Cultural Zone’s Mission and Vision

Role and Responsibilities: For Assigned Initiatives, Programs and Groups

Finance and Accounting Support:

• Assist with basic bookkeeping tasks, including data entry, invoice processing, and expense tracking.
• Collaborate with the events and other teams to substantiate and reconcile expense card purchases.  
• Aid in organizing and maintaining financial records, and finance folders and documents. 
• Complete monthly bank reconciliations for BCZ accounts.

Operations and Administrative Support:

• Provide administrative assistance, including scheduling meetings, managing correspondence, and organizing files.
• Assist with procurement and contract management, including processing purchase orders and tracking vendor information.
• Support the implementation and improvement of operational processes.
• Assist with the coordination of meetings and events.
• Maintain and organize digital files and documents.
• Assist with data entry and maintain accurate records for operational processes.

People and Culture Support:

• Support the new hire and onboarding process
• Support  HRIS management and

Shared Services Support:

• Provide general support to the Shared Services team, contributing to a collaborative and efficient work environment.
• Assist with cross-functional projects and initiatives as needed.
• Respond to inquiries and assist team members and stakeholders.
• Assist with the implementation of risk management and compliance tasks as directed.
• Maintain shared services folders and documents. 

Qualifications

Required Knowledge, Skills & Abilities:

•  Skilled in meeting and group facilitation and guiding groups or individuals through a

process or discussion.

• Ability to provide expert advice or guidance on specific areas of expertise.
•  Demonstrated ability to conceptualize and develop aspects of projects, programs, or

initiatives.

•  Strong analytical skills to assess and interpret data.
• Skilled at researching topics relevant to specific areas of expertise.
•  Ability to provide coaching and mentorship as needed.Ability to use project management tools with strong attention to detail to ensure accuracy in data gathering, documentation, and reporting.
•  Strong organization and ability to efficiently manage time to meet deadlines and handle multiple tasks simultaneously.
•  Good communication and interpersonal skills sufficient to build and maintain positive community and organizational relationships.
• Works well in a team environment, fostering collaboration and open communication.
• Demonstrates flexibility in adapting to changing priorities and evolving program requirements.
• Proficient in using various software applications, databases, and project management tools.
• Experience in coordinating and overseeing projects from initiation to completion.
• Strong written and verbal communication skills for effective interaction with stakeholders.
•  Self-motivated and proactive, taking the lead in executing tasks and resolving challenges.
• Ability to understand the broader organizational goals and align program activities accordingly.
• Technologically savvy, with strong word and data processing, spreadsheet, email, and project management software familiarity and basic skills.
• Technologically savvy, with strong word and data processing, spreadsheet, email, and project management software familiarity and basic skills.

Physical Demands: 

Essential functions of the position require the employee to use a telephone, work at a standard computer terminal and be able to follow reasonable ergonomic recommendations, sit for long periods of time, have the flexibility to attend external meetings and events as required, repetitive motions, stand, reach, lift and carry 20 pounds, and bend.

Salary : $27