Executive Office Coordinator

1 week ago


Lorton, Virginia, United States The Board of Regents of Gunston Hall Inc. Full time
About Gunston Hall

Gunston Hall is a premier historical landmark and educational institution, accredited by the American Alliance of Museums and a National Historic Landmark.

Job Summary

The Board of Regents of Gunston Hall Inc. seeks an experienced Executive Office Coordinator to join our team. The successful candidate will provide high-level office support duties and specialized program support for our Finance and Administration office.

Key Responsibilities:
  • Compile monthly receipts and prepare purchasing card statements for state card holders
  • Manage vendor issues regarding not received goods/services or incorrect charges
  • Maintain a file of contracts to ensure periods of performance are not exceeded and contact contract administrator when new agreements need to be developed
  • Assist with the New Hire onboarding process
  • Assist with Annual and Quarterly Human Resource Reports
  • Enter bank deposits in Cardinal and QuickBooks into the cash receipt log
  • Assist staff and perform research inquiries for State Reports and Tax Returns
  • Process vendor payments by the Prompt Payment Act every month
  • Reconcile transactions keyed in the State Accounting System (Cardinal) and QuickBooks
  • Assist with Quarterly and Annual State Agency reports
  • Reconcile data entry into FAACS
  • Process invoices in Cardinal and QuickBooks, verifying accuracy through established audit procedures/policies
  • Prepare all journal entries in QuickBooks
  • Prepare checks in QuickBooks for vendor payments
  • Assist with Commonwealth Annual Reports
  • Assist with the Annual Audit process
  • Enter procurement requests into eVA as required
  • Research eVA for purchase orders to support payment of approved invoices
  • Maintain records of all financial transactions in a way that allows entries in Cardinal, FAACS, Payroll, and official state records to be verified and validated
  • Develop and maintain office filing systems
  • Maintain records of reconciliation of cash receipt log with daily deposits daily
  • Coordinate payroll forms for new and current employees to be submitted to the payroll service bureau and ADP
  • Respond to payroll inquiries within 24 hours
  • Send reminder emails to staff and supervisors to enter and approve leave in Cardinal and ADP Time and Attendance System
  • Review and enter wage timesheets into Cardinal weekly and confirm accurate information in Cardinal to ensure zero percent payroll discrepancies
  • Review approved time and leave in the ADP Time and Attendance System
  • Submit payroll for State Employees and Private Employees
Requirements:
  • Bachelor's degree in finance, accounting, or business
  • 1-2 years of experience in finance and administrative support positions
  • PRACTICAL EXPERIENCE WITH ACCOUNTING SOFTWARE (SUCH AS QUICKBOOKS), SPREADSHEETS (SUCH AS MS EXCEL), AND PEOPLESOFT SOFTWARE (SUCH AS CARDINAL)
  • Practical experience with Microsoft Office
  • Able to quickly learn and adapt to new software and processes
  • A solid understanding of bookkeeping procedures, including crediting and debiting appropriate accounts, posting entries to ledger accounts, and reconciling accounts
  • Effective written and verbal communication skills
  • Works well in a team environment and with upper management
  • High level of critical thinking and logical analysis
  • Good organization and time management skills
  • Able to work well under pressure and meet all deadlines
  • Always keeps the highest standards of compliance and confidentiality
Compensation & Benefits:

We offer a competitive salary range of $60,000 - $80,000 per year based on qualifications, plus comprehensive benefits package including 401(k), dental insurance, health insurance, paid time off, vision insurance, and flexible work from home options.

About the Location:

The position is located at Gunston Hall, Fairfax County, Virginia, with opportunities to enjoy 554 acres of outdoor recreational and environmental amenities along the Potomac River.



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