Finance Administrator

Summary:

Individual will be responsible for the administrative duties of the Vice President of Finance and the Finance Department. This includes the administration of the Technology Center's Petty Cash function, development of presentations for use by Finance management, and administrative support to the V.P. of Finance and Operations. The individual must be able to work effectively with current systems (i.e. Excel, Word, PowerPoint and SAP). In addition, they must be able to work with minimal supervision, to organize and prioritize, to make process improvement recommendations to existing procedures, and to communicate effectively with internal and external customers.



Specific Responsibilities:

Finance AdministratorProvide administrative support to the Vice President of Finance and Operations including calendar maintenance and coordination of the annual budget calendar.Create and maintain accurate financial spreadsheets and supporting documentation.Develop accurate budget and other financial presentations in a timely manner under the guidance of the Controller.Provide administrative support to the Finance Department including preparing and sending e-mail messages, letters and faxes; arranging travel; coordinating meetings; and maintaining the vacation schedules.Serve as Office Supply Coordinator. Responsibilities include ordering supplies and verifying billings.Provide support during the budget process by coordinating all printing and collating of presentation material for various meetings.Provide support to all department new hires and temporary employees for ID cards, lotus notes and SAP.Maintain strict controls over all cash responsibilities (Petty Cash, Company Store, E-Z Cash, Panel Studies)Reconcile and process cafeteria invoices including cashless sales (E-Z Cash)

Petty Cash

Disburse panel payments, cash advances and miscellaneous petty cash.

Review invoices for proper approval levels and account coding.

Perform reconciliation of petty cash fund.

Ensure adherence to established Petty Cash policies.

Verify company store sales and generate cash receipts.

Prepare monthly bank deposits and related journal entries.

Administer local bank accounts under the guidance of the Finance Manager.

EZ Cash Administrator

Distribute EZ Cash Cards to employees.

Manage and reconcile reports from system.

Establish panel study funds by individual within the EZ cash system.

Withdraw, count and reconcile all cash deposits on a weekly basis.

Produce monthly reports to analyze all transactions.

Accounting Assistant

Maintain good internal controls.

Organize and segregate inbound correspondence and outbound invoices.

Maintain the Technology Center's financial approval authority system. Ensure proper authorization for signing authority requests, coordinate generation of signature cards with PK.

Ensure the satisfactory conclusion of inquires from vendors and employees on a timely basis.

Manage and reconcile various balance sheet accounts.

Coordinat e all necessary information for the development of annual 1099 forms.

Telecommunications support

Phone Calling Card management

Order/cancel calling cards

Assign security codes

Move calling cards to new cost center as employee moves

Charge back calling card usage to appropriate cost centers

Maintain calling card spreadsheet

Run/review monthly accounting phone report.Provide back-up telephone support.
REQUIREMENTS


Basic Qualifications:High school diploma or equivalentAt least 5 years using MS Office products (Excel, Word, PowerPoint)

Preferred Qualifications:At least 2 years of collegeAssociates degree in AccountingAt least 5 years experience in general accounting, accounts payable, banking or finance environmentThree years experience directly managing a budgetExperience managing Petty CashKnowledge of SAP General Ledger and Accounts Payable system