Executive Assistant- Fiscal Services

$42,203 - $74,526/Yr

San Gabriel/Pomona Regional Center - Pomona, CA

Full-time - Entry Level

Remote - Pomona, CA

About the position

The Executive Assistant for Fiscal Services at San Gabriel/Pomona Regional Center (SG/PRC) is a full-time, non-exempt position that plays a crucial role in supporting the Chief Financial Officer and the entire Fiscal Department. This department encompasses various functions including Accounting, Client Benefits Coordinators, and Vendor Payment Specialists. The Executive Assistant will be responsible for performing confidential administrative and fiscal-related work, which is essential for the smooth operation of the department. Key responsibilities include coordinating and scheduling appointments and meetings, receiving, screening, and distributing mail, and maintaining confidential and administrative files. The Executive Assistant will also develop tracking processes for departmental fiscal tasks and time-limited requests, as well as monitor specialized funding projects. Analyzing Excel worksheets for accuracy and drafting confidential reports are also critical components of this role. Additionally, the Executive Assistant will prepare PowerPoint presentations, scan vendor audit reports, and maintain procedure manuals for fiscal and support services departments. The position requires a high level of organization and the ability to manage multiple priorities and projects independently. The Executive Assistant will also be involved in supporting conferences and meetings, including registration and setup, and will assist with gathering documentation for audits and subpoenas. This role is vital in ensuring that the Fiscal Department operates efficiently and effectively, contributing to the overall mission of SG/PRC to provide services to individuals with intellectual and developmental disabilities.

Responsibilities

• Perform confidential administrative and fiscal related work.
• Coordinate and schedule appointments and meetings.
• Receive, screen and distribute mail.
• Maintain confidential and administrative files.
• Develop tracking process for department fiscal tasks and other time limited requests.
• Develop and monitor tracking for specialized funding projects.
• Analyze excel worksheets and compare to source documents to ensure accuracy and identify discrepancies.
• Draft and prepare confidential reports.
• Prepare Power Point presentations.
• Scan vendor audit reports and related correspondence.
• Develop tracking and monitoring of contractual obligations.
• Provide support for conferences and meetings, including registration, purchasing and set-up.
• Maintain procedure manuals for fiscal and support services departments.
• Record minutes at meetings and compose routine correspondence.
• Review and track conservatorship paperwork and disseminate it to the proper department.
• Assist with gathering documentation for audits.
• Coordinate the gathering of information for Subpoena of records.
• Provide other support as needed.

Requirements

• High school diploma or GED.
• Three years of responsible administrative experience or any combination of training or experience that could provide the desired knowledge and abilities.
• Knowledge of business and administrative procedures and functions.
• Proficient in Office 365 (Word, Excel and Power Point).
• Ability to operate office equipment including scanning equipment.
• Ability to independently plan and perform administrative work for multiple priorities and projects.
• Ability to adjust to changing priorities and meet deadlines.
• Ability to keep strict confidentiality.
• Ability to work independently.

Nice-to-haves

• Experience with Microsoft Excel and PowerPoint (1 year preferred).

Benefits

• 401(a)
• 403(b) matching
• Health savings account
• Disability insurance
• Health insurance
• Dental insurance
• Flexible spending account
• Tuition reimbursement
• Paid time off
• Employee assistance program
• Vision insurance
• Life insurance
• Referral program
• Retirement plan