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Finance and Administration Specialist

Responsible for providing administrative and executive support and selected project ownership to the Finance and Administration Department with day to day fiscal, human resources, and administrative tasks. This includes coordination of project activities, data, preparation and communication, and maintaining confidential and historical information.

Responsibilities

• Typing, proofreading and processing a variety of documents including general correspondence, forms, memos, statistical charts and specialized documents from drafts, notes, and / or verbal instruction
• Coordinating travel and managing relationship with travel agency
• Providing back up support for administrative assistant including daily backup for reception during breaks and lunch period
• Processing accounts payable
• Processing purchase orders
• Providing back up support for finance staff
• Updating and maintaining contract files and legal documents
• Maintaining trademark files

Assists the VP finance and administration with:

• Preparing presentations as directed for executives, board of directors, and others
• Coordinating special projects as directed

Assists the director of HR with:

• Applicant and EEO tracking
• New hire processing including new hire packets, updating systems (NetSuite, ADP, phone lists, etc.) with new hire information, business cards, office set-up
• Maintaining personnel files in accordance with company requirements and maintain up to date records.
• Providing assistance with facilities as needed.
• Performing other administrative duties as assigned by VP finance and administration and director of human resources.

Qualifications

• Associate Degree or equivalent experience in business or related field
• Minimum of three plus years experience in providing office support, data entry, data analysis, and related tasks
• Ability to communicate effectively both in written format and oral presentation;
• Ability to multi-task and establish priorities
• Ability to use initiative and independent judgment within established guidelines
• Ability to maintain confidentiality and confidential information
• Must be proficient in MS Office software - Word, Excel, PowerPoint
• Ability to prepare reports, correspondence and effectively present information and respond to questions from senior management, and/or board of directors
• Ability to maintain flexible attitude and approach towards assignments
• Ability to operate telephone, photocopier, fax machine, mail machines and computer workstation
• Experience with CRM software a plus
• Experience processing AP / AR preferred
• Experience processing payroll preferred
• Ability to perform basic accounting functions using automated system
• Ability to multi task in a fast paced environment

Physical Demands
Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.

To apply for this position, please send cover letter and resume to jobs@learning.com.

This description has been designed to indicate the general nature and level of work performed by employees in this position. The actual duties, responsibilities and qualifications may vary slightly based on assignment and changing business needs.