Administrative Services Assistant

Job Description

Administrative Services Assistant
Hybrid (279D Stewarts Ferry Pike Nashville, Tennessee 37214) - 4 days in office, 1 day remote. Laptop provided. Start time flexible, standard 8 AM to 5 PM.
Estimated Duration: 08/19/2024 - 08/19/2025, position is expected to last two years in total

Job Overview:
We are seeking a dedicated ASA of Finance & Logistics to support our Director of Administration and Budget Director. This role is crucial for managing TCI's financial operations, including grants, expenses, invoicing, and vendor management. The ideal candidate will be detail-oriented, adept at financial reporting, and capable of multitasking in a dynamic environment.

Responsibilities:

• Grant Management: Assist with the administration of TCI's grant program, including reviewing applications, editing, preparing contracts, routing for signatures, and tracking progress in our database. Process reimbursement invoices and annual reports. (No grant writing expected.)
• Financial Tracking and Reporting: Maintain accurate records of agency expenses, conduct audits, and provide monthly summary reports to management.
• Invoice Processing: Support the Budget Director by processing invoices and auditing financial records to ensure accuracy.
• Expenditure Reporting: Manage and maintain an annual county-by-county expenditure report to track and analyze financial data.
• Vendor Management: Assist the Event Coordinator with vendor communications, invoice creation, payment tracking, and deposit making.
• Inventory Coordination: Oversee agency inventory at the central office and coordinate inventory management at East and West offices.
• Executive Assistance: Function as the executive assistant to the Director of Administration, managing administrative tasks and supporting day-to-day operations.

Qualifications:

• Bachelor's degree in Finance, Accounting, Business Administration, or a related field preferred, but not necessary if candidate has at least 5 years of experience handling the responsibilities above.
• Proven experience in financial management, grants management, or a similar role. Experience in Accounts Payable/Receivable, Basic Bookkeeping, Data Entry.
• Strong proficiency in financial software and Microsoft Office Suite, particularly Excel.
• Excellent organizational, time management, and analytical skills.
• Strong communication skills and the ability to handle multiple tasks simultaneously in a fast-paced environment.
• Experience in public administration or working with government agencies is highly advantageous.
• Experience in booking travel accommodations. Skilled typist.