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Executive Assistant and Office Manager

Catholic Education Foundation

Posted 11/9/2018 until 1/31/2019

Description:

​POSITION SUMMARY Under the supervision of the Executive Director of Operations & Programs (EDOP), the Executive Assistant and Office Manager will be responsible for administrative support as needed for the office of the EDOP and is responsible for all activities in the accounts payable/receivable financial records, and the preparation of financial records.

 

DUTIES AND RESPONSIBILITIES

Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

 

·      Prepares the Daily cash report and financial records for all deposits

·      Prepares Alumni (cash) Donations for deposit and reconciles a monthly report for Programs and Development division.

·      Prepares and process all accounts payable into Navigator

o   Ensures timely payments of vendor invoices and expense vouchers

o   Manage bi-weekly check run; prepare emergency check runs

o   Bi-annual program check run

·      Assists the EDOP with the preparation of all Journal Entry request forms for all financial corrections.

·      Verifies P-Card bank statement against receipts to ensure proper coding and posting for EDOP.

·      Works closely with Senior Program Officer on school audits and manages the collection activities such as sending invoices or follow up phone calls to schools for program refunds.

o   Tracks program reimbursements to CEF

·      Prepares annual program/TAP funding report to ACC Finance office for annual audit

o   Performs a two-way matching by annually creating and managing an account ledger

·      Provides confidential administrative support to the EDOP in matters pertaining to CEF, ADLA and the Board of Trustees.

·      Handles phone calls and correspondence for the EDOP as needed.

·      Interfaces and maintains excellent relationships with Trustees, Regents, Donors, Schools, departments in the ACC and the Foundation team staff.

·      Manages the schedules, locations, catering, and notifications of all Trustee Board and Committee meetings; Regent meetings; assists with the preparation of presentation materials; attends meetings and prepares drafts of Trustee and Executive Committee meeting minutes.

·      Maintains Master Calendar for CEF.

·      Filing manager for Operations

o   Shared drive and e-files

o   Donor Pledges hard copy files updated and current

o   Maintains current financial records by filing accounting documents. Prepare and box all historical records to be archived at an off-site location annual at FYE.

·      Manage all correspondence/mail for Operations & Programs

·      Work closely with the EDOP in preparation of and during annual audit.

·      Assist in special events as needed

 

Administrative Duties:

  • Distributes bi-weekly payroll to staff
  • Light inventory/restock for efficient monthly office order
  • Work closely with Standard Parking in preparation with Parking Card activation/deactivation for staff and ordering Validation Coupons for development and Executive guest

Requirements:

MINIMUM QUALIFICATIONS

·      BS Accounting desired or equivalent experience

·      Minimum 4 year’s professional experience in an administrative/executive office and a finance/accounting or program/tuition office

·      Organizational ability to meet deadlines & handle multiple tasks

·      Maintain a high level of confidentiality, accuracy, efficiency and detail

 

KNOWLEDGE, SKILLS AND ABILITIES          

·      Maintain confidentiality

·      Display sensitivity to various situations and needs

·      Team player and maintain effective working relationships

·      Work independently with initiative

·      Extremely proficient in Navigator, Microsoft Word, Excel, Powerpoint, or other presentation programs.

·      Experience in writing board/executive level meeting minutes/reports.

·      Operate standard office equipment (especially copier, scanners, fax, 10-key) and computer terminal

·      Communicate effectively in written and verbal form

·      Phone etiquette/telephone communication  

 

                                                                           

Must have the ability to:

·      Occasionally lift up to 20 pounds.

·      Sit for sustained periods of time on a daily basis.

·      Perform tasks requiring intermittent bending, stooping, and walking.

·      Sustain frequent movement of the fingers, wrists, hands and arms




HOW TO APPLY:

 
Interested candidates must fill out an application, which can be found on our website at: http://archla.org/employmentpdf 
 
The completed application must be submitted, along with a resume to: 
 

Please submit the email with the following subject line:
Your First & Last Name, Position applying for, Location​




Information/Application Contact:

Catholic Education Foundation
3424 Wilshire Blvd.
Los Angeles CA 90010
FAX: 213-637-6115
E-Mail: employment@la-archdiocese.org
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