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Business Office Assistant//Administrative Assistant
Business Office Assistant//Administrative AssistantArc of Greater New Haven, Inc. • Hamden, CT, USA
Business Office Assistant / / Administrative Assistant

Business Office Assistant / / Administrative Assistant

Arc of Greater New Haven, Inc. • Hamden, CT, USA
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Are you a detail-oriented, organized, and friendly professional looking to make a real difference? Join our small, mission-driven non-profit dedicated to supporting adults with intellectual and developmental disabilities.

We're looking for a reliable

  • Business Office Assistant / Administrative Assistant
  • to help keep our operations running smoothly. You'll play a vital behind-the-scenes role-handling administrative tasks, supporting staff, and contributing to a positive environment for the individuals we serve .
  • What We're Looking For :
  • Strong organizational and communication skills
  • Proficiency with office software (e.g., Word, Excel, email); advanced skills in excel preferred
  • Experience in the following duties : payroll processing, accounts payable / receivables, creating / maintaining databases, analytic skills, and being able to handle multiple projects at once.
  • A team player with a positive attitude and a heart for service
  • Experience in office or administrative support supporting mid and executive leve l
  • Why Work With Us?
  • generous benefits package
  • A mission-driven workplace where your work has real impact
  • A respectful and inclusive team culture
  • Stability and support from an organization with a strong community reputation committed to support individuals with disabilities in their communities

If you're ready to bring your skills to a role that truly matters, we'd love to hear from you!

  • Apply today and be a part of something rewarding.

    • Full Job Description below :

    PURPOSE : This position is responsible for administrative support for the daily office operations of the ARC.

    Qualifications for this Job :

  • Associates Degree in Accounting, Business, or Related field. Experience in lieu of degree may be considered.
  • Knowledge and experience in Accounting, Accounts Payable / Receivable, Payroll Processing.
  • Extensive knowledge of Excel and other database systems.
  • Due to financial aspects of this position, a credit check may be required and must be deemed appropriate by the Director of Business Operations.
  • Manual and machine math and computation skills
  • Ability to operate personal computers effectively.
  • Extensive knowledge of Microsoft Office
  • Knowledge of Microsoft Access, Publisher
  • Must be able to read and write English and follow written instructions.
  • May be required to work at any facility and to provide own transportation to and from facilities. May be required to provide own transportation to complete bookkeeping tasks.

    • Essential Requirements Necessary to Perform the Job :

  • Physical Requirements :
  • Ability to sit at a computer terminal or work at a desk for two hours at one sitting.
  • Must be able to bend, twist, stoop and squat.
  • Must be able to reach above, at or below shoulder height .
  • Must be able to see and hear or use prosthetics that will enable these senses to function adequately so the requirements of the position can be fully met.
  • Use stairs
  • Interpersonal Requirements :
  • Must be able to work cooperatively as part of a team and maintain a pleasant demeanor.
  • Must be able to deal effectively with stress created by participants, staff, family members, multiple tasks, deadlines, noises and interruptions.
  • Must be highly organized with an eye for detail.
  • Good verbal and written communication skills.
  • Must be able to follow directions.
  • A high level of decision making skills is required in the execution of day to day activities.

    • Conditions to Which You May be Exposed :

  • Exposure to latex, plastic and materials which are used for personal protective equipment.
  • Exposure to hazardous chemicals such as disinfectants, cleaners and soaps, etc.
  • Exposure to unpredictable behavior of participants.
  • Exposure to loud noises or unpleasant odors.
  • Exposure to communicable diseases.

    • Essential Functions : The following are essential functions and duties, however specifics may differ at times or based on job description revision.

  • Work in a positive and cooperative manner with all agency staff and members of the public at all times. Communicate effectively. Come to work on time and stay the full shift every day.
  • Take and distribute messages (phone, email, fax, etc.) effectively and in a cooperative and confidential manner. Answer questions and direct to appropriate persons as needed.
  • Proven competency with the following software applications and related hardware interfaces : Word, Excel, PowerPoint Publisher, Access, Outlook, Quickbooks or other Accounting Software. Use of digital camera and photo manipulation
  • Provide typing, word processing support. Duplicate and distribute documents using conventional and electronic methods. Recommend and create new form layouts as needed. Implement and maintain online methods of recordkeeping.
  • Completion of assigned general ledger recordings in accordance with all agency, state, and federally accepted / required accounting processes
  • Assist in payroll processing by completing assigned bi-weekly procedures within payroll software.
  • Complete and ensure all Accounts Payable Processes are completed atleast biweekly, including reviewing bills, cutting checks, ledge accounting, contacting vendors to reconcile problems and other related duties
  • Reconciling and processing of PEX Accounts, gas receipts, and other records for program expenses
  • Auditing and Reconciling individual cash bags.
  • Assist the Office Coordinator in accounts receivable processing as required
  • Assist and Maintain any business office files and records in accordance with ARC Policies
  • Contacting, facilitating, and scheduling of all Facilities work / maintenance as instructed by the Office Coordinator.
  • Assist in Bank Reconciliation duties and other financial administrative support as needed.
  • Assisting / Ordering Program Supplies as requested / directed by Office Coordinator
  • May be responsible for the production, and distribution of organizational marketing, fundraising, reports, and other printed / media for the Executive Director. Including, but not limited to : the newsletter, annual reports, annual fundraisers, email campaigns, brochures.
  • Complete organization mailings as required / needed
  • Assist in auditing of required DDS / CMS / Contractual documentation as instructed
  • Assist in coordination and preparation of meetings for the Executive Director and the Director of Business Operations as required.
  • Assist in all clerical / administrative needs of the Business Office, Office Coordinator, Director of Programs, Director of Business Operations, and Executive Director.
  • Other administrative / clerical duties as required.

    • EMPLOYMENT AT WILL : Employment at the ARC is at will. This means that the employment relationship is terminable, with or without cause or notice, by either party for any reason or for no reason. No one associated with the ARC has the authority to make any promises contrary to this at-will definition

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