Executive Assistant and Accountant

Basic Function:   The Executive Assistant and Accountant (“EAA”) actively supports the CFO and accounting and finance department and is responsible for providing high-level administrative support ensuring the smooth workflow and daily operations of the department. Additionally, the EAA performs general accounting transactions including support as required to complete period end financial statements. 

Significant Responsibilities:

1.  Performs specific job responsibilities:  

• Provide general to complex administrative tasks to support the CFO and accounting and finance department.
• Assist with compilation of quarterly closing binders, including to provide support to CEO and Auditors, preparation of quarterly materials for Audit Committee meetings, quarterly SEC filings; including proofreading and other documents as needed; scheduling internal and external meetings
• Maintain documentation for Binder Closet, CPE information for all CPAs in department, Outlook calendar and contacts for CFO, eFiles for SEC filings and other corporate documents as well as hard-copy filings for CFO
• Complete travel arrangements, documentation supporting credit card purchases and other support as requested
• Provide assistance with Expense Reports and electronic timekeeping for CFO and department as needed
• Provide support/backup in setup of conference bridge-line, conference rooms and scheduling meetings
• Administrative duties for Retirement Plan Committee,  Security access for Wells Fargo Connection, AMEX Rewards Program and Restricted Stock Awards
• Prepares certain monthly and quarterly journal entries
• Prepares certain monthly and quarterly workpapers
• Performs certain account reconciliations
• Completes period end closing tasks as assigned
• Compiles data (daily, period end and ad hoc) as needed
• Other duties as requested

2.  Promotes OCC’s service excellence and quality.  Provides excellent service to customers; builds strong relationships and team cohesiveness; focuses on quality and positive solutions; communicates respectfully; demonstrates compassion and understanding in response to customer request/needs.

3.  Champions OCC’s vision and values (as detailed in our 15 Essential Points of Success); complies with policies and procedures, ethical standards and Code of Conduct.

Job Scope: 

• Coordinates and completes administrative functions for the CFO, including communications within the department
• Manages accurate, timely calculations and data collection required to complete financial transactions and reporting
• Representative of the CFO and accounting and finance departments and therefore, errors must be kept to a minimum
• Must maintain a high level of confidentiality, including confidential and proprietary financial information
• Communicates with all levels of employees regarding matters of financial concern 
• Moderate level of judgment and decision making required within accounting guidelines and Sarbanes-Oxley regulations.  Refers appropriate issues to Supervisor 
• Overnight/out of state travel not typical but may be occasionally required
• General understanding and strong adherence to all compliance related matters, including Sarbanes-Oxley, Safety and others related to public status.

Minimum Qualifications Required:

Education:  Two year college degree and three (3) years accounting related experience preferred, or equivalent combination of education, training and/or experience.  Experience in a comparably complex multi-subsidiary accounting environment preferred. 

Essential Skills, Abilities & Knowledge:  

• Excellent computer skills required with experience using software packages such as payroll systems, Microsoft Word and Excel  
• Demonstrated ability to properly compile and maintain financial data.  
• Ability to read and follow basic instructions, ability to understand and implement quality procedures. Math and handwriting skills required and the ability to correctly complete all paperwork   
• Excellent oral and written communication skills required with the demonstrated ability to express oneself clearly and concisely.   Ability to work in a team environment with minimal supervision
• Strong organizational and time management skills with close attention to detail; the ability to complete assignments and accurately recognize and help resolve problems 
• Demonstrated ability to work with and maintain confidential information

Licensure, Certification and/or Registration: Notary Public desired.                     

Working Conditions:  This is a sedentary job which requires sight sufficient for computer use and significant English reading skills.  This work also requires an individual with hearing sufficient for telephone contact with employees and customers as well as for taking and relaying messages.   Significant computer input/keyboarding duties require sufficient manual dexterity. Reasonable accommodation may be made to enable individuals with a disability to perform the essential functions.