The Administrative Assistant – Accounting & Investments is responsible for a variety of office administration duties in a fast-paced setting with minimal supervision. Requires logical thinking, strong organization, communication, and administrative skills. The Administrative Assistant is responsible for department office administration, record keeping, document management, preparing reports, department personnel support and performing Accounting-oriented tasks. The person in this role must be well organized and able to multitask while maintaining a high level of professionalism and attention to detail.
Shriners Hospitals for Children is an EOE/Drug-Free, Smoke-Free Workplace
POSITION RESPONSIBILITIES:
• Distribution and processing of Departmental Mail to appropriate staff. Process Lot and Remote Deposit Checks received at Headquarters for Accounting & Investments, Human Resources, Legal and Fraternal. – 25%
• Maintain Department calendar, send meeting invites for close and monthly meetings, meeting agendas, meeting minutes/takeaways, monthly celebrations, semi-annual fund manager review scheduling, audit meetings, and others as needed. Maintain department electronic files and folders for various department areas, including but not limited to, permanent items such as Corporate resolutions, By-Laws, department forms, and statements. Responsible for conference room reservations for department. – 10%
• Process non-automated Income Trust statements/accountings to record data obtained from statements/accountings into Practice Manager Database. Assist with downloads of Income Trust electronic statements. Assist with daily entry of Income Trust cash receipts into Practice Manager Database. Assist with scanning, faxing and electronic file folder maintenance related to Bequest Liquidations of IRA/Brokerage accounts as processed by Accounting Staff. Process Special Purpose Trust administrative requests, such as but not limited to, statement copy requests, direct deposit changes, address changes, and other ad-hoc items. – 35%
• Coordinate all Scanning projects as needed for Accounting and Investment staff. Maintain records of all on-site and off-site archived documents for department. Includes preparing, coordinating, and recording the relocation of documents each year from current files to appropriate storage, shredding, and ensuring correct record retention. Maintain record retention policies and retrieval/transfer procedures. Order recurring department supplies and special orders as needed; maintain Vault Inventories and procedures. Coordinate access to Vault as needed by Headquarters Staff. Responsible for Initiating documents and Notary functions within Docusign. Also responsible for notarizing department forms requiring inked signatures. – 15%
• Assist with AP Expense Report follow-up for Reviews by CEO. Assist with Escheatment Due Diligence process. – 5%
• Assist in special project duties in both Investment and Accounting areas, as needed. Prepare recorded minutes from Investment and Real Estate and Natural Resource Committee meetings. Assist leadership with Meeting Materials as needed. Assist in preparation of reports for interim and year-end audit. Upload of department schedules to Audit portal. Provides additional back-up support for Executive Administrative Assistant – 10%
THE QUALIFIED CANDIDATE WILL HAVE EXPERIENCE IN THE FOLLOWING AREAS:
• 2 years of administrative experience required
MINIMUM EDUCATION REQUIRED/PREFERRED:
• High School/GED Degree required
• Associates Degree in Business Administration or related field preferred
KNOWLEDGE, SKILLS, AND COMPETENCIES:
• Proficiency in MS Office (Word, Excel and Outlook)
• Excellent verbal and written communication skills
• Excellent organization and time management skills
24 months of experience required $0 per YEAR Employment Type: Full-Time