Job Description

Job Description

Job Description

Salary:

PURPOSE

The Administrative/Accounting Assistant is responsible for providing administrative, clerical, and accounting support for the finance office.

PRINCIPAL RESPONSIBILITIES AND ACCOUNTABILITIES

The essential responsibilities of the Administrative / Accounting Assistant are divided into three categories, these include:

ADMINISTRATIVE

• Serve as a liaison for internal departments, parishes, schools, and external vendors/customers regarding administrative and financial matters.
• Produce and distribute letters, memorandums, accounting policies and procedures and other documents via email, mail, or hand delivery, whichever is most appropriate.
• Organize and maintain physical and electronic filing systems for financial and administrative documents.
• Provide general administrative support to the office, such as answering phones, managing mail, and maintaining office supplies.
• Create forms needed and required to improve efficiency related to assigned task.
• Prepare and file with the Guam Dept. of Rev & Tax required annual reports and renewal of business licenses.
• Safely and efficiently carry out errands, such as bank depositing, collecting checks, delivering documents, and obtaining necessary signatures.
• Perform other duties that may be assigned.

ACCOUNTING

• Perform basic bookkeeping.
• Use bookkeeping software (QuickBooks), online spreadsheets, and databases.
• Receipt customer payments by recording cash, checks, and credit card transactions.
• Generate invoices and account statements.
• Maintain accounts receivable files and records.
• Maintain petty cash and track expenses.
• Assist with financial audits, reports and grant or subsidy tracking.

PAYROLL

• Gather and compile time sheet data from employees
• Review and verify the timesheet and leave application in preparation for payroll processing.
• Communicate with employees regarding timekeeping policies and procedures.
• Maintain organized and secure records of employee time and attendance.
• Keep track of leave time such as vacation, holidays, personal or sick days for employees.
• Maintain accurate records of employee work hours and leave balances.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. In addition, maintain confidentiality in all Finance Office activities, organize workload, multi-task, work under pressure and meet deadlines and demonstrate excellent communication and interpersonal skills including the ability to work collaboratively.

EDUCATION

A college degree in accounting or related business is preferred.

EXPERIENCE

At least one years accounting experience and office management functions. Excellent written and verbal communication skills are necessary. Ability to focus, multitask and work well under pressure, manage multiple priorities in a fast-paced environment and work.

As an effective team member and successfully balance individual and team responsibilities. Ability to operate business office equipment, i.e., adding machine, copier, and proficiency in MS Office applications. Must be able to think ahead, anticipate needs, and initiate the next steps. Maintain discretion in confidential matters.

LANGUAGE SKILLS

Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATH SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand, walk, and climb stairs. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The noise level in the work environment is usually moderate, typical of an office with computers and printers. This is a forty hour per week position. Office hours for this position are from 8:00am until 5:00pm, Monday through Friday but may be modified at the discretion of the management which will be communicated earlier to the employee.

DISCLAIMER

The above describes the nature and level of work assigned to this position and is not an exhaustive list. More detailed listings of duties inherent in this position may be outlined in supplemental documents (e.g., procedures).

FAIR EMPLOYMENT OPPORTUNITY STATEMENT

The Archdiocese of Agana is a fair employment opportunity employer and welcomes applications from all qualified individuals eligible to work in the U.S. Reasonable accommodations may be provided for applicants with disabilities.

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