Business Services Assistant

MAGIC CITY ENTERPRISES

Business Services Assistant

DEPARTMENT: Business Services

JOB ANALYSIS: February 2025

Note: Statements included in this description are the essential functions of this position. Other non-essential functions may be assigned.

Relationship

Report to: Business Services Coordinator

Supervises: N/A

Other Internal Contacts: All MCE staff and Persons-served

External Contacts: Persons served by MCE, guardians, case managers, etc.

Work Environment: 90% internal; 10% community contacts

FLSA Status: Non-exempt

Job Summary

Responsible for a variety of administrative tasks in the business services department to include data tracking, accounts payable, making accounting entries and adjustments, receiving and making phone calls, and electronic filing. The primary goal of this position is to keep the business services department organized and provide back up for other business services positions. Fully embraces Magic City’s Purpose Statement, Mission Statement, and Core Values. Other duties and responsibilities as assigned.

Job Qualifications:

1. High School education or equivalent. Prefer college level accounting course work.
2. Two years’ experience in accounting/ invoice coding.
3. Knowledgeable about people with developmental disabilities.
4. Exceptional organizational skills
5. Fluency in Microsoft Office 365, MS Excel and MS Word.
6. Experience with electronic document filing.
7. Prior use of Adobe software preferable.
8. Great verbal and written communication skills.
9. Valid Wyoming driver’s license and insurable.

Essential Functions:

Integrity

1. Scanning, copying, and electronic filing.
2. Places and receives phone calls for the Business Services Department.
3. Entering accounts payable invoices.
4. Serve as a good role model to persons-served, program staff, and any other internal or external contacts, including modeling a positive attitude when representing the company and/or its programs.
5. Coordinate and track MCE vehicle fleet repairs and assignments
6. Maintain MCE Client files and audit for completeness.
7. Coordinate and send monthly drills and inspections using assigned software.
8. Keeps files up-to-date and secure; maintains confidentiality regarding all information on persons-served programming.
9. Addresses agency concerns appropriately and uses grievance procedure when needed in a time of conflict.

Health and Safety

1. Is fully familiar with, and/or knows where to find policies, procedures, and guidelines for Magic City Enterprises.
2. Follows up on missing paperwork.
3. Attends required staff meetings and assigned in-service training.
4. Maintains training and certification in accordance with MCE policy, state standards, and individuals-served needs.

Compassion

1. Proactively creates a positive atmosphere and reacts to crisis situations in a calm, professional manner; demonstrates an ability to prevent, or defuse crisis situations with minimal assistance.

Diversity

1. Develop and maintain a positive and effective relationship with the person-served, families, guardians, case managers, program staff, and others with the goal of assisting the coordination of the persons-served needs.
2. Treats others as they wish to be treated while respecting their beliefs, values, and abilities.

Teamwork

1. Maintains professional and timely communication with other staff members regarding any interagency or interpersonal concerns, issues, or problems.
2. Interacts positively and appropriately with community members (i.e. personnel, visitors) both in person and by telephone.
3. Functions positively with other team members
4. Responds positively to feedback and suggestions of supervisors.

Excellence

1. Thinks outside the box.
2. Takes responsibility for their actions.
3. Understands that we are not just here to meet needs but to enhance lives.
4. Assists with whatever needs to be done regardless of the shift assignment.
5. Understands that the good of the individuals we serve comes before staff’s interests and preferences.

Must have an insurable driving record and pass a DCI background check if offered a position.

Must be 18 years of age or older.

Magic City Enterprises is an equal opportunity employer.

Apply online at www.mcewyo.org/careers/

Job Type: Full-time