Administrative/Finance Assistant

Join Our Team as an Administrative & Finance Assistant!

Are you an organized and detail-oriented professional with a knack for customer service and financial support? Do you thrive in a dynamic environment where your administrative skills help keep operations running smoothly? If so, we want to hear from you!

We are seeking a Administrative & Finance Assistant to provide essential support to our financial, training, and management teams. This role is perfect for someone who enjoys a mix of administrative, customer service, and financial tasks—ranging from managing calls and registrations to processing payments and assisting with accounting records.

As the first point of contact for visitors and callers, you’ll play a key role in creating a welcoming experience while also contributing behind the scenes to critical financial and operational processes. If you have strong organizational skills, a keen eye for detail, and a passion for supporting teams, we encourage you to apply today!

Job Summary:

The Administrative & Finance Assistant provides clerical support to the financial team, training team and management team, performing a variety of clerical duties and skilled tasks that may include preparing excel spreadsheets, conducting research, data collection and entry. The Administrative & Finance Assistant will also act as the receptionist for the Association greeting and directing visitors and answering and directing incoming calls.

Duties and Responsibilities:

Customer Service & Administrative Support

• Answers and transfers phone calls related to training, events, and membership inquiries, ensuring a professional and welcoming experience for callers.
• Greets and directs onsite visitors, providing assistance as needed.
• Supports the Association’s training team by managing registration, processing invoices, handling calls, and performing various administrative tasks.
• Assists with the preparation of agendas and schedules for meetings, conferences, and other events; records and distributes meeting minutes as needed.
• Collects, organizes, and summarizes requested data from various sources, including emails, meeting minutes, and other documents.

Financial & Accounting Support

• Processes and categorizes daily mail, including checks, and makes deposits to financial institutions.
• Processes check and credit card payments for the Association and contract clients.
• Researches misapplied and partial payments, responding to customer account inquiries.
• Assists with accounting records and ledgers by reconciling monthly statements and transactions.
• Records transactions accurately in billing software, managing software settings and program mappings.
• Assists in maintaining financial filing systems and tracking overdue invoices, including corresponding with customers regarding collections.

Data Entry & Records Management

• Performs data entry tasks in multiple systems, including Novi, Accounts Receivable, Accounts Payable, and various spreadsheets.
• Conducts scanning tasks and electronically files documents appropriately.
• Maintains internal records such as company equipment inventories and staff auto insurance card retention.

Contract & Compliance Support

• Reviews, edits, and distributes contracts related to contractual operations, ensuring proper documentation and communication with clients and staff.
• Acts as a clearinghouse for MRWA and contractual operations’ Consumer Confidence Reports and Monthly Operating Reports (MORs), providing outreach for missing information and tracking status updates.

General Operations Support

• May conduct research to assist with the MRWA Salary and Wage Survey and Sewer Rate Survey.
• Purchases office supplies as needed and maintains inventory.
• Performs additional clerical, secretarial, and administrative duties as assigned.

Education and Experience:

• High school diploma or equivalent required, Associate’s degree in related field preferred
• Three to Five years of experience in a related role required.
• Valid drivers license required.

Required Skills and Abilities

• Detail-oriented and professional
• Exceptional written and verbal communication skills
• Extremely proficient with Microsoft Office Suite and QuickBooks online
• Proficient application of office equipment
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proactive problem-solving skills and a positive attitude towards learning and growth.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.

Job Type: Full-time

Pay: $25.00 - $27.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Ability to Relocate:

• Richmond, ME 04357: Relocate before starting work (Required)

Work Location: In person

Salary : $25 - $27