Administrative Assistant - Accounting

Hourly Rate: $15.00 per hour

This is a temporary, non-exempt, full-time position expected to last up to six months. The assignment may end earlier and does not guarantee employment beyond this period. Eligibility for employee benefits will be determined according to the Center’s policies and applicable law.

About the Role

The Administrative Assistant is a flexible and adaptable staff member who supports the Administration team by performing accounting and clerical duties related to financial transactions, purchasing, payroll support, and reconciliations. The scope of work may shift based on agency priorities, project needs, staffing levels, and operational demands. While assigned primary areas of focus, staff are expected to provide cross-functional support as needed.

All team members are expected to be collegial, collaborative, and focused on excellent services to clients, fidelity to program models, and ethical provision of services.

Responsibilities

Functional Area A – Accounts Payable & Vendor Management

• Assembles, reviews, and verifies invoices and check requests
• Flags and clarifies unusual or questionable invoice items or prices
• Sorts, codes, and matches packing slips and invoices to purchase orders
• Sets invoices up for payment and enters invoices into the Abila Accounting system
• Transfers purchase orders from Microix to Abila and verifies accuracy
• Prepares and processes electronic transfers and payments
• Monitors aged payables and reconciles accounts payable to ensure timely payments
• Reconciles accounts payable and purchasing transactions
• Reconciles credit card statements (including Comdata credit card activity) and submits for approval
• Processes out-of-town travel, mileage, and other reimbursement requests
• Processes basic needs payments as assigned
• Prepares and issues annual 1099s to vendors, as required
• Maintains vendor binders and supporting documentation
• Conducts dormant vendor reviews and produces reports for the Controller
• Maintains the insurance binder and prepares related journal entries for insurance expenses
• Prepares and enters journal entries as assigned, including entries related to postage expenses and Flourish investments

Functional Area B – Accounts Receivable, Reconciliations & Reporting

• Supports accounts receivable and billing processes, including invoicing and payment tracking
• Tracks and reconciles deposits and other assigned revenue accounts
• Reconciles accounts receivable and prepares account analyses
• Maintains and updates program spreadsheets related to monthly program tracking
• Prepares and submits external funding and compliance reports as required by funders
• Supports contract administration and assists with subcontractor monitoring activities
• Manages credit card check-out/check-in tracking and related documentation
• Reconciles Mutual of America accounts, as assigned
• Prepares and enters journal entries, including entries related to deposits (e.g., Flourish deposits) and other assigned transactions
• Produces monthly reports and assists with month-end close activities

Functional Area C – Purchasing/Payroll

• Processes purchase orders in Microix
• Tracks receiving and processes expense reports
• Reviews and processes payment for mileage and per diem requests
• Reviews timesheets for data entry errors or missed entries
• Adjusts timesheet entries per employee or supervisor request
• Releases timesheets for approval
• Updates tracking spreadsheets with final total hours by employee
• Assists with semi-monthly payroll processing
• Processes payment of semi-monthly payroll taxes, as assigned
• Creates timesheet certifications based on funder requirements (including OOG certifications)
• Processes and reconciles City timesheets, as applicable
• Reconciles employee benefits (health, dental, vision, life) and submits for approval
• Processes petty cash transactions as assigned
• Prepares and enters journal entries (including depreciation entries) as assigned

General Administrative Responsibilities

• Helps to answer phones and greet customers
• Provides supporting documentation for audits
• Maintains accurate historical records
• Maintains confidentiality of organizational information and documentation
• Handles special administrative projects as well as overflow work from the department and Center programs
• Participates in the Performance and Quality Improvement processes in the agency
• Adheres to accreditation standards, licensing standards, and other policies and regulations
• Maintains the front office space, ensuring the area is neat and welcoming for visitors and ready for daily operations within business hours (8:30 am to 5:30 pm)
• Runs errands as needed

Qualifications

• High School Diploma or equivalent
• At least one year of experience in accounting, finance, bookkeeping, or administrative support involving financial transactions (preferred)
• Bilingual English/Spanish (preferred)
• Proficiency with Microsoft Office (Word, Excel, PowerPoint); Excel skills required for tracking and reconciliations
• Strong attention to detail, time management, organizational, and interpersonal skills
• Ability to handle confidential and sensitive financial and employee information with professionalism
• Must have driver’s license, vehicle in safe operating condition, and maintain proof of current insurance at Texas minimum standards
• Must be able and willing to travel for trainings/meetings/conferences
• Able to walk, sit, stand, and lift and carry at least 25 pounds

Skills

• Relates well to all kinds of people, builds rapport, and diffuses high-tension situations
• Manages tasks and responsibilities in a timely manner, meeting deadlines and requirements
• Demonstrates energy, drive, and persistence, especially in the face of resistance or setbacks
• Results-oriented; meets and exceeds goals, sets clear objectives, and monitors progress
• Approachable, warm, and patient; builds rapport and listens well
• Effectively marshals resources to accomplish goals; organizes information and files efficiently
• Strong written and verbal communication skills

Personal & Professional Conduct

The first responsibility of all employees is to ensure the safety, welfare, and dignity of the youth and families served. All employees must exemplify the highest standards of professional and ethical conduct and abide by the Center’s Code of Conduct.

Flexibility is required, as the scope of work may change based on team performance, funder expectations, and agency strategic goals. This includes scheduling meetings, training, staff meetings, and out-of-town travel for training or grant requirements.