Fiscal Assistant in Live Oak, Florida at The Arc North Florida Inc

POSITION: Fiscal Assistant STATUS: Regular, Full-time, Hourly

MINIMUM QUALIFICATIONS

• High school diploma required; associate’s degree in business, accounting, or a related field preferred, or equivalent relevant experience.
• Computer literate with the ability to learn and effectively use office and accounting software.
• Valid driver’s license with a good driving record.
• Excellent interpersonal, communication, and organizational skills.
• Strong telephone etiquette and public relations skills.
• Ability to work effectively in a fast-paced environment and manage multiple priorities.
• Ability to work well under pressure and meet deadlines.
• Ability to balance accounts and reconcile receipts accurately.
• Strong attention to detail, accuracy, and confidentiality.

GENERAL STATEMENT OF RESPONSIBILITIES

Responsible for performing a variety of administrative duties in a fast-paced office environment. Assists the Administrative Director with the overall operation of the administrative office, including accounts payable, accounts receivable, recordkeeping, communications, and other administrative functions as needed. Provides professional and courteous service to individuals, families, staff, and the public while helping ensure the office operates efficiently and effectively.

EXAMPLES OF WORK (NOT ALL INCLUSIVE)

1. Responsible for Accounts Receivable and for communicating account balances, outstanding invoices, and other related information with the Administrative Director.
2. Responsible for Accounts Payable coding, ensuring purchasing procedures are followed, issuing purchase orders and processing checks in accounting software.
3. Responsible for scanning and filing all accounts payable and client information as required.
4. Responsible for ensuring Medicaid, Respect of Florida, and all other billing is completed, processed, and receipted appropriately.
5. Processing receipts in accounting software.
6. Responsible for preparing receipts, deposit books, and other documentation required for financial audits.
7. Assists with and promotes annual fundraising events, including website announcements, bulletins, and flyer creation.
8. Maintains an adequate inventory of office supplies and ensures proper control and organization of supplies.
9. Maintains assigned records and files in a confidential and professional manner and assists with year-end purging of records.
10. Communicates account balance changes, status changes, report findings, and other financial information to the Administrative Director and Executive Director.
11. Maintains a high degree of office organization, cleanliness, and professionalism.
12. Ensuring and approving daily banking reconciliation.
13. Responsible for routine Accounts Receivable duties, including processing incoming checks, preparing receipts and deposits, updating account balances, and maintaining accurate records.
14. Responsible for client-related Accounts Receivable tasks, including LTRC and PSA records and management. Responsible for filing Rep Payee Accounts Payable documentation.
15. Responsible for communication and coordination between client accounts and the organization, including ABLE accounts.
16. Balances, updates, and makes corrections to Group Home Moneybooks. Ensures adequate funds are available for clients and that money logs are properly maintained. Ensure completed logs are properly filed and scanned monthly for audit purposes.
17. Responsible for selected retail service tasks, including Snackbox postage labels.
18. Assists with preparation for Qlarant, APD (Agency for Persons with Disabilities), and financial audits
19. Assists with the purging and secure destruction of outdated records and files.
20. Assists with special projects and other duties as assigned.
21. Other duties as assigned.

REPORTS TO: Administrative Director