Executive Assistant

3 weeks ago

Boston, United States Boston Public Health Commission Full time

DUTIES

The Executive Assistant & Finance Administrator reports to the Chief Financial Officer and is responsible for the detailed organization and smooth operation of the Finance department. In addition to providing administrative support to the CFO and Finance Directors, this position's primary responsibilities include handling BPHC's Purchasing Card (P-Card) administration and training, gift card purchasing, monitoring and reconciliations, and finance office supplies purchasing.

Primary responsibilities are as follows:

* Assists the CFO by managing the coordination of department & bureau meetings, job interviews, and external meetings with auditors, consultants. etc. Attends select meetings with CFO as requested, takes notes and creates meeting minutes for distribution to meeting participants.
* Purchasing Card (P-Card) Administrator -- This position is responsible for administering the BPHC P-Card program. Duties include the review and approval of employee P-Card applications, order new BPHC Purchasing cards from the bank, adjust credit limits online as needed, assist with P-Card policy and procedure revisions, train employee card holders, enforce policies, monitor expenditures, review approvals and supporting documentation to ensure receipts and proper forms and coding have been submitted and are appropriately approved, reconcile monthly statements, and suspend or cancel cards are necessary.
* Purchase gift cards for programs as needed. Maintain a perpetual inventory of prepaid cards. Reconcile gift card distributed to bureaus to ensure all cards are properly recorded and account for,
* Review, approve and make credit card purchases for BPHC employees who do not have a BPHC P-card (ex. Amazon, travel, etc.). Make sure all supporting documentation and approvals exist prior to placing the orders.
* Formulates, runs, and edits finance department reports in Excel for use by the CFO. Develops background information and prepares outlines for the CFO's presentations and reports. Prepares presentations for CFO in PowerPoint.
* Manage Finance Office Petty Cash (for emergencies only): Review bureau requests, make petty cash disbursements, maintain accurate records, prepare reconciliations and replenishment requests as needed, cash petty cash check.
* Provides administrative support to the Finance staff. Process contracts, request purchase orders, complete Expenditure Authorization (EAF) forms, process and approve invoices, maintain electronic files for financial documents, assist with budget and management of expenditures for the department, create filing systems, manage finance office inventory of office supplies, place orders, distribute and secure inventory, create documents, review correspondence for accuracy and compliance, schedule appointments and meetings, distribute and process finance mail, greet finance department guests, complete onboarding forms for new finance employees, consultants and temps, prepare travel, training and conference request forms for finance staff and submit finance staff operations requests.
* Review and approve all WB Mason office supplies orders for the BPHC community.
* Assist the AP team (when time allows) by periodically reviewing and entering vendor invoices into ReQlogic.
* Update the Finance intranet Page with updated documents and polices as needed.
* Coordinate larger meetings or trainings for the finance Director's to include securing conference room space, meeting supplies and materials and creating and disseminating meeting agendas.
* Liaises with BPHC Programs to ensure effective and timely customer service with Finance departments.
* Update the Finance department organization chart as employees come and go.
* Acts as Finance office liaison to IT regarding phones, voicemail, computers, and other office technology concerns. Prepare technology requests and submit help desk tickets on behalf of the finance department.
* Works in a confidential capacity with the CFO and Finance Directors. Regularly deals with confidential material of a highly sensitive nature, including personnel and budgetary information.
* Performs other duties as requested.

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