Finance Administrative Coordinator

Job Description

Job Description

Summary

The primary purpose of this position is to provide a high level of professional support and assistance to the Chief Financial Officer and as needed, other members of the Finance department.

The incumbent will complete on-going assignments as well as special projects. The incumbent will possess the ability to handle confidential and sensitive information, communicate with individuals at various levels within and on behalf of the organization, navigate within the Authority’s structure to solve problems, and multi-task.

All activities must support the Housing Authority of the City of Pittsburgh ( HACP or Authority ) mission, strategic goals, and objectives.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. These duties and responsibilities pertain to HACP and all Affiliates.

Other responsibilities, duties and skills may be required and assigned, as needed.

• Presents a positive and professional image for the organization. Represents the Finance Department by welcoming visitors both internally and externally.
• Provides administrative support to ensure efficient office operations.
• Receives and distributes communications while collecting and mailing correspondence.
• Maintains accurate physical and digital filing systems. This requires copying, scanning, indexing, and storing important documents, mail, and records along with maintaining financial document retention procedures and schedules within the current software workflow as well as with off-site storage provider.

This also includes maintaining the vault and recycling bins (w / vendor) within the department.

• Answers phone calls and directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and other visitors.
• Responds to emails and other digital queries and correspondence.
• Manages calendars for senior staff (Chief Financial Officer), including travel and training arrangements and closeouts for department and said senior staff.
• Drafts and edits letters, reports, and other documents.
• Inputs and updates information in databases, spreadsheets, and other documents.
• Prepares meeting agendas, takes meeting minutes and provides detail on takeaways and deliverables.
• Coordinates logistics for meetings, including room setup, catering and room reservations.
• Maintains equipment by completing preventative maintenance, troubleshooting failures, calling for repairs, monitoring equipment operation and purchasing meter funds where necessary.
• Maintains inventory of office supplies and anticipates supply needs while ensuring prompt ordering and receipt of supplies and delivers supplies to workstations as needed.
• Uses word processing and presentation software to create and edit documents.
• Research as requested and compiles and summarizes information for reports or presentations.
• Works closely with other administrative staff and supports other colleagues as the liaison to the finance department.
• Works with sensitive information with discretion to maintain confidentiality and security while ensuring compliance with privacy policies and regulations.
• Assists the Chief Financial Officer with day-to-day activities pertaining to the department up to and including the authorization of staff timesheets and time off requests.
• Coordinate with the external auditors to allow for the timely completion of the annual audit by facilitating communication between auditors and other departments as well as directly providing the related information.
• Track monthly board resolutions and update the finance procedure manual.
• Invoices and records transactions as needed for non-dwelling rental bills, accounts receivable and for affiliate contracts with HACP.
• Receive unemployment compensation payments in coordination with Human Resources.
• Prepare and complete all business-related bank deposits.
• Enters and monitors finance contracts requisitions, blanket purchase orders and management numbers.
• Maintain vendor setup, maintenance, and information within the business software.
• Assists other finance related departments (Information Technology and Procurement) with all administrative related activities when necessary.
• Ensures that deadlines are met and adapts to changing priorities.
• Assists in the preparation and posting of journal entries as needed.
• Subject to cross-training within the Finance Department and SOP reviews by supervisor at any time.
• Serves as backup for various financial positions as needed.
• Updates position standard operating procedures (SOP) annually.
• Updates job knowledge by participating in educational opportunities and by also completing any Human Resource required training.
• Maintains a safe and secure finance department work area.
• Performs other duties as assigned.

Education and / or Experience

Associate degree in business administration or related field and a minimum of 2 years of experience working in an administrative capacity with an emphasis in accounting or finance.

An equivalent combination of education and experience may be considered. Must possess a valid Pennsylvania driver’s license and be insurable under the Authority’s plan.

Technical Skills

To perform this job successfully, the employee should have strong computer skills (MS Word, Excel, PowerPoint and Gmail) or familiarity with standard office platforms.

Must have the ability to learn other computer software programs as required by assigned tasks. Must also possess the ability to effectively operate all office equipment including but limited to copiers, scanners, fax machines and telephones.

Digital literacy and research skills, including the ability to analyze the reliability of information. Data management and entry skills including the ability to maintain and improve filing systems.

Accurate record keeping. Written communication skills. Time management, multitasking and flexibility. Organizational skills, Accuracy and attention to detail.

Must have interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations.

Ability to work well under pressure and navigate multiple deadlines. Proactive approach to problem-solving and process improvement.

Ability to work well independently and in collaboration with others. Event planning and coordination. A Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) certification is a plus.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting;

standing; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings.

The employee must be able to communicate via email and verbally via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office Environment

The noise level in the work environment is usually moderate.

The Housing Authority of the City of Pittsburgh (HACP) provides equal employment opportunities (EEO) to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Company Description

The Housing Authority of the City of Pittsburgh (HACP) is a municipal corporation, formed under the United States Housing Act of 1937, charged with providing decent, affordable housing for low-income persons.

The Authority is governed by a Board of Directors, which establishes goals, approves policy and budgets, and provides general direction to the HACP Executive Staff.

HACP provides publicly assisted housing comprised of traditional public housing, scattered sites, and Housing Choice Vouchers (Section 8).

We currently house more than 18,000 Pittsburghers, manage more than 2,200 public housing units, and provide oversight of an additional 600+ mixed-finance units.

More than half of our residents live in privately managed rental properties located across the City of Pittsburgh through their participation in the Housing Choice Voucher Program (Section 8).

Our facilities are conveniently located throughout Pittsburgh, with public and senior housing communities located in each region of the city.

HACP’s purpose is to develop and make affordable, safe housing available and help families achieve the independence they strive for.

A brighter future is always within reach, thanks to the commitment of HACP.

Company Description

The Housing Authority of the City of Pittsburgh (HACP) is a municipal corporation, formed under the United States Housing Act of 1937, charged with providing decent, affordable housing for low-income persons.

The Authority is governed by a Board of Directors, which establishes goals, approves policy and budgets, and provides general direction to the HACP Executive Staff.

r n r nHACP provides publicly assisted housing comprised of traditional public housing, scattered sites, and Housing Choice Vouchers (Section 8).

We currently house more than 18,000 Pittsburghers, manage more than 2,200 public housing units, and provide oversight of an additional 600+ mixed-finance units.

r n r nMore than half of our residents live in privately managed rental properties located across the City of Pittsburgh through their participation in the Housing Choice Voucher Program (Section 8).

r nOur facilities are conveniently located throughout Pittsburgh, with public and senior housing communities located in each region of the city.

r n r nHACP’s purpose is to develop and make affordable, safe housing available and help families achieve the independence they strive for.

A brighter future is always within reach, thanks to the commitment of HACP.