Financial Administrative Assistant

Why you?

You are a professional with a positive outlook and a passion for helping others succeed. You are looking for an opportunity with a growing company that is committed to seeing its employees and clients thrive.

You are trustworthy, friendly, organized, an excellent communicator, personable, you take great pride in the quality of your work, you enjoy numbers, you are a stickler for details, you are tech savvy, you excel at multitasking - and you do it all with a smile!

About the position

Reporting to the Chief of Staff, this position will support the Administrative Team and marketing staff through a variety of tasks related to financials and administration.

This new position will play a pivotal role in enhancing the financial systems and processes, contributing to the overall growth and strength of the finance and administrative department.

You’ll ensure efficient operation in the financial administrative piece of our fun, fast-paced marketing agency.

You’ll apply your professional skills in a wide range of tasks including :

General Financial Functions :

• Support Financial Operations : Assist the financial team with daily accounting tasks to ensure smooth operations as our team continues to grow.
• Reconcile Accounts : Manage and reconcile accounts payable / receivable, ensuring accurate and timely financial transactions including assistance with management of credit card statements and processing + maintaining a master list of subscriptions, ensuring clients are invoiced accordingly
• Process Financial Documentation : Prepare and process invoices, expense reports, and other financial documentation in line with accounting best practices.

Compiles and checks source documents, such as vouchers, invoices, and purchase orders, for completeness and accuracy

• Assist with Month-End Closures : Support the financial team in month-end and year-end closings, including general ledger reviews and financial reporting.
• Enhance Financial Administrative Strength : Collaborate with the administrative team to implement accounting processes that improve operational efficiency and financial accuracy.
• Financial Data Entry and Management : Maintain precise financial records, databases, and systems, ensuring data integrity and confidentiality.
• Prepare Financial Reports : Generate financial summaries, statements, and reports for management review and decision-making.

Assist with year-end financial preparations and DCC budget. Assist with tax return preparation, reports, filing, and payments.

Support Audits and Compliance : Assist with internal and external audits by organizing and providing necessary financial documentation.

May audit and proof accounting or other reports for clerical accuracy and conformance to departmental, county, state, and federal requirements

Improve Financial Systems : Identify opportunities and technologies to enhance financial systems and processes, contributing to the overall growth and strength of the finance department.

Assist with all banking and financial needs, maintaining relationships with financial institutions. Collaborate with accountants to ensure accurate records and maintain the chart of accounts.

• Cross-Department Collaboration : Work closely with other team members and departments to ensure financial data is properly integrated and aligns with business needs.
• Assist with creation and review of client and vendor contracts
• Assist with other financial / bookkeeping / accounting functions as required

Client Invoicing :

• Monthly invoicing of DCC’s clients including agency time and outside costs
• Creating and Reconciliation of internal and external expenses and media invoices and budgets
• Assist the media team to ensure continuity of budgets, invoicing, and reconciliation
• Assist with set up and maintenance of DCC hourly rates in software, ensuring accurate billing.
• Assist with maintenance of master list of clients, contracts, rates, and renewals, and alert account teams as necessary.
• Set up client jobs as required (new clients, renewals, or new budget years).
• Manage monthly client invoicing, including time and materials, reporting, budgets, etc.
• Assist with ensure proper synchronization between agency software and accounting software.
• Assist with Annual web invoicing.
• Understanding of back-end financials of agency software and translation of data to monthly invoices, including agency and staff rates and client contracts
• Collaborate with internal departments on client budgets and invoices

General Administrative Functions :

• Be familiar with functions of the Office Manager and Chief of Staff to assist in his / her absence
• Assist with reception services, greet visitors, answer doors and phones, and secure the office.
• Assist with breakroom and office supplies, keeping common areas organized and tidy.
• Assist with mail, shipping, and receiving tasks, maintaining postage and shipping vendor accounts
• Organize both paper and digital filing systems.
• Assist with maintenance of office equipment and technology
• Assist with HR administrative functions as needed
• Assist with special event projects, including on-site meeting coordination
• Work closely with the Project Team to ensure that processes and systems run seamlessly
• Assist with administration and management of agency software, collaborating closely with the Agency Planner + Project Team
• Assist with business development and RFP administrative tasks as needed
• General office duties
• Marketing Assistance, as needed
• Other duties as assigned

Education & Experience

• HS Diploma or equivalent
• 2+ years of experience in a financial, accounting, or administrative role, however we will train the right person

Requirements :

• Basic Accounting Knowledge
• Proficient with a PC, Microsoft Office Suite, and Google Suite
• Intermediate QuickBooks knowledge
• Outstanding communication (both written and verbal), organization, and time management skills
• Ability to solve problems positively, quickly and creatively while adapting to change
• Exceptional attention to detail and follow through
• Ability to learn new tools quickly
• Ability to multitask, organize and prioritize projects effectively
• Capability to work proactively under pressure in a deadline-driven environment, understanding client and employee needs and build relationships
• Highly personable with a can-do approach to work
• High level of confidentiality and professionalism
• A team player who is proactive, flexible, and comfortable in a rapidly changing environment
• Ability to work independently

If you have these skills too, it’s a huge bonus :

• Advanced Microsoft Excel
• Expert QuickBooks knowledge
• Experience invoicing for services performed
• Accounts Payable and / or Accounts Receivable

Benefits & Perks you’ll love :

• Family-owned business
• Health, Dental, Vision insurance
• Life & disability insurance
• 401K
• Paid Vacation, Sick & Holiday Time

Schedule & Location :

Monday-Friday 8am-5pm Decatur, IL Headquarters