Finance Administration Coordinator

2 weeks ago

Honolulu, United States Liliʻuokalani Trust Full time

Provides clerical and administrative support to the Finance Department. Helps with the day-to-day operations to insure that needs are met. Exercises initiative and sound judgment. Performs work under general supervision. Processes vendor invoices in NetSuite for the finance, contracts/risk and investment departments Acts as a backup to the Accounting Specialist in

processing requests for checks & ACH payments and audits them to ensure compliance with government laws and regulations, agency policies, and performance in accordance with written contracts, purchase orders and other written agreements Responds to inquiries about payments from vendors and agency staff Email monitoring

for certain shared inboxes Maintain CRM/Contact Database Assists in preparing memos and reports Circulate and track documents for electronic or wet signature Acts as a backup for the Risk and Compliance Coordinator with contract and policy renewals process, arranging

CPR and lifeguard trainings, update contract forms and assist with new contracts application implementation, risk assessments, and other tasks Assists with scheduling meetings, preparing materials for meetings, including PowerPoint presentation and agendas, and ordering food/refresments Attend various meetings to take minutes Assists with travel planning for Finance and Investment departments Order office supplies Build and maintain various spreadsheets; Maintains the finance SharePoint site/tile Other duties as assigned by supervisor This position requires someone who is self-motivated, well organized, detail oriented, collegial and able to function under pressure-- and handle multiple assignments simultaneously. The position is also well-suited to someone who thrives in a fast-paced environment and is both quick and meticulous, and puts an emphasis on accuracy and quality, and strives for continuous improvement. This position requires someone who takes initiative, works with minimal supervision and works independently, as well as part of a team. Rapid internal changes in the organization require a candidate who is flexible and adapts well to changes and ambiguity. In addition, the position will also be suited to candidates who quickly embrace new technology and processes, are wiling to work with others to gain knowledge, shares knowledge willingly with others, and are strongly aligned with the Trust’s mission. MINIMUM QUALIFICATIONS Strong interpersonal skills that contribute to a collegial working environment Self-starter who takes initiative, prioritizes with minimal supervision, and works independently, as well as part of a team Excellent organizational and planning skills with demonstrated ability to create structures to effectively manage personal and team deliverables Demonstrated ability to speak and write in succinct, informative, and friendly manner such that content expectations and timelines are clearly understood by audience Ability to thrive in a fast-paced environment and is both quick and meticulous, and puts emphasis on accuracy and quality, and strives for continuous improvement Ability to adapt well to changes and ambiguity Ability to manage multiple priorities from a variety of sources; prioritizing effectively to impact areas of greatest need and meet deadlines Commitment and strong alignment to the mission of the Trust Commitment to work collaboratively and respectfully toward resolving obstacles and/or conflicts Associates or Bachelors degree

and a minimum of three years of general administrative/clerical experience; or an equivalent combination of education, experience and training. Proficiency in Microsoft Office program required (Word, Outlook and Excel). Needs to have interest in technology and various platforms and operating systems used by the Trust and ability to maintain up-to-date knowledge of interaction of all software resources. Alignment with Queen’s legacy:

Understanding and appreciation of Queen Lili`uokalani's story, her legacy and the Hawaiian Culture is foundational to staff’s commitment to working with our Hawaiian children, families and communities. Demonstrates respect for and appreciation of Hawaiian values history, and culture, understanding its implication in one’s work, in fostering meaningful relationships, and in embracing the community served. Ho`omau i ka `imi Na`auao (Continuous Learning and Improvement)

: Committed to creating and reinforcing an environment of continuous learning and improvement. Ho`ike i na Mana`o Pono (Effective Communication):

Communicates with those we serve and each other in a consistent manner that results in mutual understanding, harmony, and action. No'ono'o loi

(Critical Thinking and Problem Solving):

Actively and skillfully understands, conceptualizes, applies, analyzes, synthesizes, and/or evaluates information and develops and supports fact-based analyses and recommendations Ho'o kumu a'e

or `Imi hakuhia (Innovation):

Identifies and integrates creative ideas into new or existing services and promotes effective problem-solving. Pilina Ho`ohana a me ka Hana Hilina`i (Building Relationships and Creating Trust):

Manages relationships to create optimal opportunities and move the organization forward. Alu Like I ka Hana (Teamwork):

Works cooperatively and collaboratively with others throughout the organization in alignment with the organization's objectives. Ho`onui I ka `Ike (Capacity Building):

Encourages personal growth by exhibiting trust and a belief in the capacity of others. Job Title:

Finance Administration Coordinator Reports To:

Managing Director, Finance FLSA Status:

Non-Exempt Aligned Executive:

Vice President and CFO Department

: Finance Terms and Conditions of Employment As a condition of employment, teammate will be subject to LT’s policies, procedures and organizational values.

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