Administrative Assistant - Finance

Celebrating our 48th anniversary in 2024, CocoKids is a non-profit organization providing leadership that promotes and advances quality care and early education. As the only child care resource and referral agency serving all of Contra Costa, we are at the center of the child care delivery system. Through a wide range of free and low cost services and programs, we collaborate with parents, child care providers, businesses and the community to ensure children in Contra Costa County are nurtured, healthy, and achieve their full potential.

BENEFITS: Excellent and affordable benefits including Medical/Dental/Vision/Life/Long Term Disability (all 100% paid for employee), Flexible Spending, 403b (6% contribution after 2 years), Education Reimbursement, 15 paid holidays and a generous PTO plan.

Position Summary: The Administrative Assistant is responsible for a variety of administrative duties, assisting the Director of Finance, Finance and Administration Departments completing various processes as needed.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Administrative

· File, sort and distribute all letters and reports generated by the Director of Finance.

· Print and distribute monthly Financial Statements to management.

· Compose letters and reports as needed.

· Organize Finance office files as needed.

· Ensure that all contract/vendor files are complete.

· Order office supplies as needed for CocoKids.

· Complete special projects as assigned.

Accounting

· Assist the Independent Auditors in gathering information on a yearly basis by completing schedules, obtaining records or answering questions as needed.

· Scan all necessary documents to the current Audit folder that will be sent to the Independent Auditors.

· Assist AP Accountants in filing all documents.

· Process monthly Demands for various contracts as requested.

Payroll/PAR

· Keep track of all employee Personal Activity Reports (PAR) and ensure accuracy of dates and signatures.

· Generate all new PAR as necessary.

· Collect monthly PAR from ALL employees and file.

· Send monthly reminders to all employees via email for PAR.

· Update the Allocation Table with the current PAR information monthly. Ensure accuracy and generate reports for the Senior Accountant and the Director of Finance.

Secondary Duties

· Assist with special projects as assigned by the Executive Assistant or other Administrative Directors.

The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work. This is not an exhaustive list of all duties and responsibilities. CocoKids management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.

Minimum Education & Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Formal Education:

· High School Diploma or equivalent, required

· Some college preferred, related certifications a plus

Practical Experience:

· Two years administrative support in an accounting/finance/administration environment, desired

· Excellent communication skills – verbal and written

· Familiarity with Abila MIP (or other accounting software), a plus

· Ability to work independently, accept supervision, and to work as part of a team

· Ability to employ diplomacy and tact to succeed in completing tasks

· Patience and excellent customer service skills

· Ability to work and communicate with diverse cultural and socioeconomic groups, and differently-abled individuals

· Excellent organizational skills, attention to detail, and able to prioritize and do multiple tasks

Technical Qualifications or Specialized Certification:

· Proficient in Microsoft Office (Word, Outlook, PowerPoint), highly proficient in Excel

· Proven ability to quickly learn new software/tools, as needed

Language, Mathematical, and/or Reasoning Ability:

· Ability to communicate clearly and persuasively via electronic means

· Ability to create, analyze, and follow procedures, policies and reports

· Ability to calculate with accuracy

· Problem solving skills, creativity and flexibility desired

Other Skills:

· Ability to maintain confidentiality.

Certificates and Licenses: None

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· This position may be considered for a hybrid work option by working part-time in the office and part-time working from home or engaging out in the community.

Physical and Mental Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Employee is regularly required to stand; sit; walk; and use hands to finger, handle or feel. The employee is frequently required to reach with hands and arms, stoop, kneel, crouch, talk or hear. The employee must occasionally lift and/or move up to 20 pounds, operate a motor vehicle.

· This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

· This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

· Ability to meet the requirements of daily attendance on the job for full continuous eight-hour days (f/t employee), or depending on your employment status

· Willingness to work flexible hours including occasional evening and weekend events

· Ability to work under pressure and meet deadlines

Reliable transportation, valid California driver’s license and insurance as needed while traveling on CocoKids business.

CocoKids is an Equal Opportunity Employer and offers a diverse and inclusive environment.

Job Type: Full-time

Pay: From $25.05 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• business office: 1 year (Preferred)

Language:

• Spanish or Other non-English Language (Preferred)

Ability to Relocate:

• Concord, CA 94520: Relocate before starting work (Required)

Work Location: Hybrid remote in Concord, CA 94520

Salary : $25