Adminstrative and Fiscal Assistant

Overview

Adminstrative and Fiscal Assistant Jobs in Greensburg, PA at Seton Hill Child Services, Inc

Position Summary

The Administrative & Fiscal Assistant provides comprehensive administrative and fiscal support to ensure the efficient day-to-day operations of the agency. This position assists with office coordination, financial recordkeeping, purchasing, data entry, invoice processing, reporting, and general administrative functions in support of agency leadership and program operations.

The Administrative & Fiscal Assistant plays an important role in maintaining organized records, supporting compliance with agency procedures, and assisting with fiscal accuracy in accordance with agency, state, and federal requirements.

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Essential Duties and Responsibilities

Administrative Support

· Provide administrative support to agency leadership and program departments.

· Answer phones and respond to general inquiries in a professional manner.

· Assist with scheduling meetings, trainings, and appointments.

· Monitor and order office supplies and materials as needed.

· Support agency communication and distribution of information to staff and families.

· Assist with data entry and maintenance of agency records and databases.

· Maintain confidentiality of employee, child, family, and agency information.

· Coordinate incoming and outgoing mail distribution.

· Maintain agency calendars and scheduling systems.

· Prepare meeting agendas and record meeting minutes.

· Assist with organizing agency events, trainings, and staff meetings.

· Monitor and maintain copier, printer, and office equipment supplies.

· Support Management Team as assigned.

Fiscal Support

· Assist with accounts payable and accounts receivable processes.

· Review invoices, receipts, and purchase requests for accuracy and completeness.

· Enter fiscal data into accounting and tracking systems.

· Prepare and maintain spreadsheets, financial logs, and supporting documentation.

· Assist with payroll-related administrative tasks and timekeeping records.

· Support grant and funding documentation tracking.

· Reconcile receipts, statements, and other financial records as assigned.

· Assist with preparing reports for audits, monitoring reviews, and agency leadership.

· Maintain organized fiscal files in accordance with record retention requirements.

· Coordinate with vendors and staff regarding payments, invoices, and purchasing questions.

General Responsibilities

· Maintain professionalism and positive working relationships with staff, families, vendors, and community partners.

· Follow agency policies, procedures, and confidentiality standards.

· Support compliance with applicable federal, state, and local regulations.

· Attend meetings, trainings, and professional development activities as required.

· Perform other related duties as assigned.

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Qualifications

· High school diploma with a minimum of 3 years of related experience or a Bachelor’s degree in a related field.

· Minimum of one (1) to three (3) years of administrative and/or fiscal support experience preferred.

· Strong organizational and multitasking skills.

· Proficiency in Microsoft Office programs including Word, Excel, Outlook, and data entry systems.

· Ability to maintain accurate and detailed records.

· Strong written and verbal communication skills.

· Ability to handle confidential information with discretion and professionalism.

· Ability to work independently and collaboratively in a fast-paced environment.

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Physical Requirements

· Ability to sit, stand, walk, bend, and lift up to 25 pounds occasionally.

· Ability to use office equipment including computers, printers, phones, and copiers.

· Ability to perform repetitive hand and wrist motions related to computer use.

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Work Environment

This position primarily operates in an office environment with frequent interaction with staff of all levels.

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Position Classification

· Non-Exempt

· Full-Time

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Reports To

Executive Director

SHCS is an Equal Opportunity Employer

Pay: $19.00 – $21.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance

Work Location: In person

Title: Adminstrative and Fiscal Assistant

Company: Seton Hill Child Services, Inc

Location: Greensburg, PA