ADMINISTRATIVE ASSISTANT

Description:
JOB SUMMARY:

Reporting to the VP of Finance and Administration, the Administrative Associate (“Associate”) supports the planning and execution of all financial and administrative tasks for Boys & Girls Clubs of Santa Monica (“SMBGC”). The Associate’s responsibility will center on SMBGC’s strategic plan and strengthening the organization’s capacity to fulfill our vision and mission for kids and teens.

The Associate executes administrative tasks as assigned by the VP, including, but not limited to, reviewing and filing documents on SharePoint, exporting and uploading documentation into the finance database, processing accurate manual accounting journal entries, and supporting grant reporting and compliance. This position will have access to confidential information and must have a high degree of discretion.

Finally, the Associate must deliver strong results within a culture that embraces learning and continuous improvement. The Associate will excel in attention to detail, technical administrative skills, and problem-solving. The Associate will master time management and prioritization while leveraging data to drive planning and project execution.

Essential duties are as follows:

General Administrative Duties (2-5 hours per week)

Regularly review the Finance Inbox to export invoices and deposits and upload them into accounting software.
Export invoices from vendor sites as needed/assigned by VP.
Upload invoices received into Bill.com and accurately code them for approval from budget supervisors.
Accounts Payable Duties (1-2 hours per week)

Actively monitor invoice approvals in AP software (Bill.com) and send reminder emails to budget owners as appropriate. Ensure all bills are paid on time.
Actively monitor Bill Spend & Expense for Finance Approvals. Update employee charges coding as necessary to ensure accuracy in budgetary reporting.
Create and update all vendor files in Bill.com.
Commercial Banking (1-3 hours per week)

Export the weekly deposit list from the commercial bank portal.
Physically deposit checks that were mailed into the administrative office with the commercial bank. Send copies of deposits to the appropriate team members.
Review checks/ACH received for donor information, restrictions, and then send coding to the VP for review and approval.
After review, input deposits into the accounting software
Data Entry & Accounting Software (10-20 hours per week)

Input all bi-weekly payrolls, check runs, deposits, in-kind donations, and manual journal entries into the accounting software for daily and monthly accounting functions to be reviewed and approved by the VP.
Export timecards and payroll registers for grants and reports.
Input information into labor allocation templates.
Export copies of expenses from Bill.com
Prepare contract and grant invoices for review and approval by the VP.
Update grant budget trackers.
Prepare grant budget meeting updates.
Month End Close Process & Reconciliations (3-5 hours per month)

As part of the month-end close process, prepare reconciliations for bank accounts, AR, AP, Fixed Assets, etc., to be reviewed and approved by the VP of Finance
Audit Support & Miscellaneous Duties (as needed)

Support VP of Finance with audit requests and all other projects as assigned.
Requirements:
The Associate must possess the following skills:

Effective written communication skills are necessary to write and edit letters, memos, reports, discussion documents, proposals, and other solicitation materials. Excellent project management skills.
Problem-solving skills, the ability to anticipate challenges and obstacles, and the creativity and tenacity to implement solutions effectively.
Strong computer skills with proficiency in standard office productivity software.
Practical knowledge of using Excel and fundraising software (i.e., Salesforce) for data analysis.
Knowledge of and established personal and/or business relationships within the local community.
The Associate is also required to have the following:

An associate’s degree in business administration, accounting, or a similar area of expertise.
A minimum of 3 years of administrative support experience. Excellent time management and planning skills.
Exceptional administrative and technology skills. Previous experience with Microsoft Office Suite, accounting, AP, payroll, and other SaaS systems is required.
A strong commitment to achieving performance outcomes and deliverables.
A valid driver's license and the ability to be insured under the company's insurance policy are also requirements.
This position is predominantly in-person. The position is expected to flex to meet the business's needs.
Accordingly, the ability to use various equipment, including janitorial and office equipment, is required. The job requires standing for extended periods, kneeling, reaching, bending, and lifting objects weighing more than 25 lbs. Outdoor work and moderate, physically demanding activities may be required on occasion. Reading and writing are essential for completing reports and accurately documenting programs and organizational data.