Assistant to Human Resources & Finance

Responsibilities

• Prepare and post employment advertisements
• Create staff manual and documents for orientation
• Notify staff members of eligibility for health and dental plans, Short-Term Disability, Life Insurance, and 403(b)
• Send notifications to staff and managers regarding yearly evaluations
• Oversight of ordering supplies and other items
• Oversight of telephone system troubleshooting
• Oversight of security systems in all locations
• Order new equipment, such as computers and telephones
• Review and maintain copier and postage meter contracts
• Maintain upkeep of all Independence House properties
• Review and maintain landscaping and snow plowing contracts for appropriate properties
• Review and maintain leases for Falmouth, Orleans, Barnstable HSP property and childcare
• Maintain an inventory of all furniture and equipment
• Identify areas/properties in need of maintenance and respond effectively
• Ensure repairs and maintenance are completed
• Review dates for document destruction
• Set up new vendors and request W-9s as required
• Receive invoices, bills, check requests, and expense reports, review for completeness and match with supporting documentation, submit for approval, process, and verify discrepancies
• Post payments and bills in general ledger
• Maintain filing systems for administration and finance
• Prepare and submit payments to Executive Director for signature
• Process and reconcile petty cash disbursements
• Record accounts receivable payments from funding sources
• Prepare, record, and classify all deposits
• Handle phone calls related to vendors
• Aid in preparation and providing documentation for auditors
• Prepare regular accounting and payroll census reports and other reports as needed
• Prepare backup documentation/workpapers for billings on a monthly basis, tie out, and assemble
• Make copies, scans, faxes, etc. for finance department and mail/email billings as needed
• Maintain security and confidentiality for payroll and accounting systems as well as client confidentiality
• Aid in month end and annual closing routines
• Aid the Director of Operations & Personnel with compensation and benefits
• Perform other duties as assigned
• Aid the Administrative Department as needed

Qualifications

• Associates degree preferred
• Minimum of 2 years’ experience in human resources, accounting, and administration
• Proficient in QuickBooks - advanced skills preferred
• Attention to detail
• Knowledge of Microsoft software - proficient in Excel
• Work well with others
• Ability to troubleshoot and work through problems
• Computer proficiency
• Strong interpersonal skills and communication skills
• Strong work ethic and ability to work independently
• Belief in the mission of Independence House
• Belief and respect for the mission of Independence House
• Completion of the IH Domestic & Sexual Violence training - agency provided
• Satisfactory Criminal Background Check
• Valid MA driver’s license and proof of vehicle insurance, and access to a vehicle during work hours
• Account with a financial institution for direct deposit of paychecks
• Demonstration of professionalism