Administrative Assistant - Accounting

El Paso Center for Children (the “Center”) Administration Department Administrative Assistant – Accounting Team (Temporary, Cross-Trained) Job Description Hourly Rate: $15.00 per hour Reports To: Chief Financial Officer or designee Effective Date: August 3, 2026 Position Classification and Duration: This is a temporary, non-exempt position within the Administration Department. The position will be full-time and is expected to last up to six months, depending on the Center’s operational needs. The temporary assignment may end earlier and does not guarantee employment for the full six-month period or continued employment after the assignment ends. Eligibility for employee benefits, if any, will be determined according to the employee’s classification, the Center’s Employee Handbook, applicable benefit-plan terms, and applicable law. Reports to: Chief Financial Officer or designee Effective: 08/03/2026 Summary: The Administrative Assistant is a flexible and adaptable staff member who supports the Administration team by performing accounting and clerical duties related to the efficient processing of financial transactions, purchasing, payroll support, and reconciliations. The scope of work may shift as needed based on agency priorities, project needs, staffing levels, and operational demands. To promote efficiency, internal controls, and continuity of operations, duties within this role are organized into functional areas. While employees may be assigned primary areas of focus to support workflow and accountability, assignments may be adjusted, and staff are expected to provide cross-functional support as needed. Assignment to a primary functional area does not limit the employee to only those duties. The Center aims to maintain functional separation where feasible while preserving flexibility to meet operational needs. The scope of work is subject to change as needed to ensure all projects are completed. Likewise, complementary changes may be made to projects or individual goals and expectations for employees based on agency/management strategic goals. All Center for Children team members are expected to be collegial and collaborative, mutually supportive, and focused on excellent services to clients, fidelity to program models, and ethical provision of services. Functional Area A – Accounts Payable & Vendor Management Assembles, reviews, and verifies invoices and check requestsFlags and clarifies unusual or questionable invoice items or pricesSorts, codes, and matches packing slips and invoices to purchase ordersSets invoices up for payment and enters invoices into the Abila Accounting systemTransfers purchase orders from Microix to Abila and verifies accuracyPrepares and processes electronic transfers and paymentsMonitors aged payables and reconciles accounts payable to ensure timely paymentsReconciles accounts payable and purchasing transactionsReconciles credit card statements (including Comdata credit card activity) and submits for approvalProcesses out-of-town travel, mileage, and other reimbursement requestsProcesses basic needs payments as assignedPrepares and issues annual 1099s to vendors, as requiredMaintains vendor binders and supporting documentationConducts dormant vendor reviews and produces reports for the ControllerMaintains the insurance binder and prepares related journal entries for insurance expensesPrepares and enters journal entries as assigned, including entries related to postage expenses and Flourish investmentsOther duties as assigned Functional Area B – Accounts Receivable, Reconciliations & Reporting Supports accounts receivable and billing processes, including invoicing and payment trackingTracks and reconciles deposits and other assigned revenue accountsReconciles accounts receivable and prepares account analysesMaintains and updates program spreadsheets related to monthly program trackingPrepares and submits external funding and compliance reports as required by fundersSupports contract administration and assists with subcontractor monitoring activitiesManages credit card check-out/check-in tracking and related documentationReconciles Mutual of America accounts, as assignedPrepares and enters journal entries, including entries related to deposits (e.g., Flourish deposits) and other assigned transactionsProduces monthly reports and assists with month-end close activitiesOther duties as assigned. Functional Area C – Purchasing/Payroll Processes purchase orders in MicroixTracks receiving and processes expense reportsReviews and processes payment for mileage and per diem requestsReviews timesheets for data entry errors or missed entriesAdjusts timesheet entries per employee or supervisor requestReleases timesheets for approvalUpdates tracking spreadsheets with final total hours by employeeAssists with semi-monthly payroll processingProcesses payment of semi-monthly payroll taxes, as assignedCreates timesheet certifications based on funder requirements (including OOG certifications)Processes and reconciles City timesheets, as applicableReconciles employee benefits (health, dental, vision, life) and submits for approvalProcesses petty cash transactions as assignedPrepares and enters journal entries (including depreciation entries) as assignedOther duties as assigned General Administrative Responsibilities (All Functional Areas) Helps to answer phones and greet customersProvides supporting documentation for auditsMaintains accurate historical recordsMaintains confidentiality of organizational information and documentationHandles special administrative projects as well as overflow work from the department and Center programsParticipates in the Performance and Quality Improvement processes in the agencyAdheres to accreditation standards (as developed), licensing standards, and other policies and regulationsMaintains the front office space in the assigned program, ensuring the area is neat and welcoming for visitors and ready for daily operations within business hours (8:30 am to 5:30 pm) and/or as requested by the supervisorRuns errands as neededPerforms other duties as assigned Skills Relate well to all kinds of people, inside and outside the organization; builds appropriate rapport; listens; builds constructive and effective relationships; uses diplomacy and tact; truly values people; can diffuse even high-tension situations comfortablyManage tasks and responsibilities in a timely manner, ensuring consistency with deadlines, requirements for timely contacts with clients, completion of various paperwork in accordance with schedules established by supervisor and/or policyPursue everything with energy, drive and a need to finish; seldom gives up before finishing; especially in the face of resistance or setbacksMotived by results; can be counted on to meet and exceed goals successfully; bottom-line oriented; pushes self for results; sets clear objectives and measures, monitors process and progress. Easy to approach and talk to; spends the extra efforts to put others at ease; can be warm, pleasant and gracious; is sensitive to and patient with others; builds rapport well; is a good listener. Marshal resources to get things done; orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner; follows established processExcellence among direct reports and subcontracting partnersA strong results orientation, openness to new ideas, and a proven ability to deliver a consistently high quality of service to both external and internal work partnersExcellent written and verbal communication skills Qualifications Minimum qualifications for this position include: A High School Diploma or equivalentAt least one year of experience in accounting, finance, bookkeeping, or administrative support involving financial transactions preferredBilingual English/Spanish preferredProficiency with Microsoft Office (Word, Excel, PowerPoint); Excel skills required for tracking and reconciliationsStrong attention to detail, time management, organizational, and interpersonal skillsAbility to handle confidential and sensitive financial and employee information with professionalismMust have driver’s license, vehicle in safe operating condition, and maintain proof of current insurance at Texas minimum standardsMust be able and willing to travel for trainings/meetings/conferencesMust be able to walk, sit, stand, and lift and carry at least 25 pounds Personal & Professional Conduct The first responsibility of all El Paso Center for Children employees is to ensure the safety, welfare, and dignity of the youth and families the Center serves, and to serve as positive role models for them. All employees must exemplify the highest standards of professional and ethical conduct and abide by the Code of Conduct set forth in the Center’s Personnel Policies Flexibility Every program at the Center is community and client-centric. Working with diverse partners to meet the needs of families in our community demands flexibility. The scope of work is subject to change based on the team’s performance and the funder’s expectations and on agency/management strategic goals. The flexibility needed in this role includes scheduling of meetings/events/activities, scheduling supervision sessions with staff, training, staff meetings, and out-of-town travel for training and/or grant requirements Powered by JazzHR pRpstdbq1J