Accounting/Executive Assistant

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Workforce Partnership\

Local Workforce Investment Area III, Inc.\

Position Description\

ACCOUNTING/EXECUTIVE ASSISTANT\

Reports to: Chief Financial Officer\

FLSA Status: Exempt

Summary: Provide accounting, billing and financial support to the Chief

Financial Officer and light administrative support to the Executive

Director. Duties for this position include the following:

**ACCOUNTING/BILLING/FISCAL SUPPORT (75%)**\

Prepare and process weekly invoices, including GL coding and required

client and vendor payment\

documentation. Enter and track expenses in appropriate payment

management system.\

Track the timely receipt and processing of all client and vendor

invoices to ensure all expenses are\

appropriately and accurately recorded each month.\

Monitor AP invoice aging and due dates for accuracy. Follow up on any

missing/late invoices.\

Ensure all client and vendor invoices are accurately coded to the

correct Grant/Fund and GL account.\

Sort and distribute outgoing weekly check payments and manage and

resolve monthly outstanding checks.\

Prepare monthly invoice process for each applicable Grant/Fund,

including all support documentation and\

GL reports.\

Process all Board Staff employee expense checks. Ensure accuracy of

expense report, inclusion of\

appropriate support documentation and recording to correct Grant/Fund.\

Monitor timely receipt of all applicable Grant/Fund payments and prepare

receipt and deposit\

documentation.\

Maintain and update expense allocation documentation for applicable AP

invoices/expenses.\

Prepare quarterly Partner Cost Share invoices. Ensure accuracy of

invoice, with inclusion of appropriate\

charges and support documentation.\

Assist with month-end close process by preparing invoice accruals and

journal entry adjustments.\

Assist with month-end reconciliation of revenue and expenses and the

creation of the monthly Financial\

Report. Review and analyze revenue and expense variances each month for

each Grant/Fund.\

Assist with year-end close process by tracking and processing expenses

to correct fiscal year (current year\

vs. upcoming year). Prepare invoice accruals and journal entry

adjustments.\

Prepare various Grant/Fund Reporting such as Monthly Fiscal Expenditure

Reports, Quarterly Reports\

and Grant/Fund Closure Reports.\

Assist with annual Audit and Federal/State/Local fiscal monitoring

processes by pulling together\

requested documentation, testing samples, etc.\

Carry out purchasing responsibilities as needed, including required

price comparisons.\

Maintain organizations inventory of office and building supplies.\

Serve as point of contact for workforce center facility issues.\

Manage meeting room reservations\

Other duties as assigned.

**EXECUTIVE DIRECTOR SUPPORT (25%)**\

Manage the Executive Directors detailed calendar, including business

meetings, board and committee\

meetings, speaking engagements, professional appointments and

engagements. Monitor, remind and\

confirm appointments and ensure meeting information and materials are

provided to the Executive\

Director in a timely way and any follow-up actions are taken as

required.\

Answer and screen telephone calls, as needed.\

Arrange virtual meetings and conference calls; provide logistics support

during Workforce Partnership\

hosted meetings.\

Maintain and update Executive Directors files and Board of

Directors/Chief Elected Officials files.\

Serve as liaison between Executive Director, board members, federal,

state and local elected officials,\

community leaders, public agency staff; handle requests from same.\

Arrange and coordinate travel for the Executive Director and board

members, as needed.\

Track the Executive Directors mileage and prepare monthly expense

reports.\

Board Meetings Draft meeting agendas and notice , and prepare and

disseminate meeting packets;\

coordinate and make arrangements for guest speakers, manage meeting

logistics, facility arrangements,\

and catering; take detailed notes at meetings, transcribe and prepare

final minutes for distribution.\

Distribute Board of Director and Chief Elected Official Conflict of

Interest Forms, as required, and\

maintain conflict of interest files; coordinate process for election of

new board members from meeting\

preparation materials through orientation of new board members.\

Other duties as assigned.

\

**QUALIFICATIONS AND REQUIREMENTS**\

Minimum Associate degree and at least two years of

bookkeeping/accounting/billing experience, and at\

least two years related experience in supporting Senior Executive level

position.\

Prior Fiscal Fund/G