Part-Time Accounting, RIM, and Administration Assistant

Job Overview We are seeking a dynamic and detail-oriented Part-Time Accounting, RIM (Records and Information Management), and Administration Assistant to join our team. This role offers an exciting opportunity to support various administrative functions, manage financial records, and assist with office operations . The ideal candidate will be energetic, highly organized, and possess excellent communication skills to ensure smooth daily operations.

The Part-time Accounting, RIM, and Administration Assistant supports the Director of Finance and Administration and works closely with the Accounting, Records & Information Management (RIM), and Administration teams. This role ensures smooth daily operations through accurate financial processing, effective document management, and reliable administrative support. The ideal candidate communicates professionally, collaborates well with internal and external partners, and maintains a high level of organization and confidentiality. Duties Accounting Obtain invoice approvals and follow up on missing accounts payable receipts. Verify invoices and code expenses accurately. Enter accounts payable invoices and deposits into Financial Edge and the BNY portal. Match printed checks with corresponding invoices. Assist with reconciliation of general ledger accounts. Support annual preparation of 1099 forms. Scan accounts payable documentation into FileNet. Maintain vendor files and ensure required documentation (e.g., W‑9s) is current and compliant with tax requirements. Communicate with vendors and contractors to maintain positive working relationships. Generate monthly deposits. Assist with accounting projects as assigned. Records & Information Management (RIM) Assist with daily Kofax Capture and FileNet verification and import processes. Maintain the contractor certificate of insurance database, ensuring compliance and validity. Support records management projects as needed. Administration Order office supplies and coordinate additional purchases as needed. Maintain organization and efficiency in the mail/work room. Oversee kitchen cleanliness and upkeep. Coordinate ordering of business cards, plates, apparel, and posters for staff and trustees. Serve as backup for reception duties, including greeting visitors, answering phones, and handling general inquiries. Provide general administrative support as needed. Core Competencies Attention to Detail — Processes high volumes of records and transactions accurately and in compliance with policies. Organizational Skills — Manages multiple responsibilities, deadlines, and documentation effectively. Technical Proficiency — Familiarity with Kofax Capture, FileNet, and accounting software; strong Microsoft Office skills (Word, Excel, Outlook). Communication Skills — Clear, professional verbal and written communication with colleagues, vendors, and visitors. Problem Solving — Identifies issues proactively and contributes to effective solutions. Time Management — Works efficiently within a structured schedule while handling varied tasks. Team Collaboration — Supports colleagues and contributes positively to team projects. Adaptability — Comfortable shifting priorities and taking on diverse responsibilities. Professional Attributes — Flexibility, reliability, confidentiality, responsiveness, and strong listening skills. Requirements High school diploma or GED required. Previous experience in records management, accounting, or office administration preferred. Strong interpersonal skills and comfort working with internal and external stakeholders. Proficiency with Windows-based PC applications. Familiarity with multi-line phone systems, data entry, filing, proofreading, and calendar management Demonstrated computer literacy with attention to detail in typing and document accuracy Ability to manage time efficiently and prioritize tasks effectively for optimal workflow Join us as a Part-Time Accounting, RIM, and Administration Assistant to be a vital part of our supportive team! We value energetic individuals who thrive on organization, accuracy, and delivering outstanding service. This role offers the chance to grow your skills while making a meaningful contribution in a professional setting.

Pay:

$20.00 - $25.00 per hour

Benefits:

Flexible schedule Professional development assistance

Work Location:

In person