Executive Office Coordinator
1 week ago
Gunston Hall is a premier historical landmark and educational institution, accredited by the American Alliance of Museums and a National Historic Landmark.
Job SummaryThe 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
- 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
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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