Administrative Assistant II - Finance

RESPONSIBILITIES

• Performs secretarial support functions for the Finance division by handling, routing and filing correspondence, reports and records including those of a confidential nature; screening telephone calls.

• Coordinates time commitments, schedules meetings, and arranges travel.

• Organizes work by providing administrative support functions including organizing correspondence, minutes, meetings notices and expense reports; tracking provider and member reimbursements; collecting information for management; maintaining departmental policies and procedures; initiating telecommunications; and making recommendations to improve communication and efficiency.

• Orders meals for the assigned meetings.

• Produces information and reports including minutes for meetings called or accommodated by the division Chief.

• Prepares agendas, confirms attendance and records minutes of meetings, including staff, department and Board of Directors Finance meetings.

• Prepares, composes and types letters, memorandums, reports and other material as directed.

• Supports the team effort by maintaining established departmental policies and procedures, objectives, and safety standards.

• Enhancing professional growth and development through participation in educational programs, current literature, in-service meetings and workshops; attending meetings as required and participating on committees as directed; and performing other related duties as assigned or requested.

• Maintains product and company reputation and contributes to the team effort by conveying professional image and accomplishing related tasks; participating on committees and in meetings; performing other duties as assigned or requested.

• Monitors, tracks and reports warehouse safety status by conducting periodic inspections.

• Maintains facility records including but not limited to Safety Data Sheets (SDS) and documents for site equipment.

• Tracks and maintains documents related to inspections of site and/or Facilities Department.

• Demonstrates and supports an environment of safety, good working relationships, quality and productivity.

• Assist with scheduling third-party vendors for facilities maintenance.

• Conduct early morning facilities walk-throughs to ensure building is in excellent shape before employees arrive for work.

• Assist Safety Officer with preparing safety and facilities materials, binders, etc. - in preparation for audits or safety/ facilities matters.

• Serve as a back-up to document all daily facilities work order requests in an Excel Spreadsheet or other management tracking system.

• Other special projects as assigned by Executives and Senior Management staff, such as Spanish-English transcriptions and translations, and assistance with preparation of PowerPoint presentations.

EDUCATION

• Vocational or Specialized training
• BA degree in Finance or related preferred

EXPERIENCE/SKILLS

• 5 years' experience as executive/administrative secretary or office manager or equivalent

• 3 years in financial or accounting setting or related environment highly desirable

• Knowledge of general accounting and finance practices

• Expert level knowledge of all Microsoft programs (Word, Excel, PowerPoint, Outlook, etc.).

• Strong organization skills; excellent fluent written and verbal communication, analytical and decision making skills.

• Discretion, good judgment, organizational ability, initiative, the ability to work independently.

• Excellent customer service and interpersonal skills with the ability to interface effectively with all levels of staff and provider populations, adaptable and versatile

• Must be computer literate with advanced-level of expertise using spreadsheets and word processing software. Should understand relational databases and possess knowledge of intermediate graphic presentation techniques in Excel and PowerPoint.

• Bilingual English/ Spanish preferred.

PHYSICAL REQUIREMENTS

• May require prolonged sitting.

• Frequent traveling, including driving with County of San Diego.

• May be required to work evenings and weekends.