Administrative & Billing Specialist

POSITION SUMMARY:

The Administrative & Billing Specialist is responsible for providing administrative and accounts receivable support to the administrative team.

Salary:$14- $17.50/hr depending on experience

RESPONSIBILITIES:

1. Ensure administrative office operates effectively and efficiently and is well organized.
2. Support the administrative team in all day-to-day activities including routine and advanced administrative tasks.
3. Schedule, coordinate and support meetings and other events.
4. Create and maintain data using a variety of tools, including spreadsheets and database management systems.
5. Organize and maintain electronic and paper files.
6. Scan and upload payroll documents and travel reimbursement requests.
7. Type and design general correspondences, memos, charts, tables, graphs, agendas, minutes. Proofread copy for spelling, grammar, and layout, making appropriate changes.
8. Work on complex assignments where independent action and a high degree of initiative are required.
9. Prepare and submit monthly and quarterly invoices for grant reimbursement.
10. Prepare and submit monthly, quarterly, and annual financial and/or programmatic reports for grant compliance.
11. Process donations (including acknowledgements and other donor correspondence) and other accounts receivable, interfacing with the development and finance departments.
12. Assist the Grants & Resource Development Manager with events, as necessary.
13. Maintain inventory of and order supplies and office equipment.
14. Process purchases, expense reports and invoices.
15. Arrange file purges/shredding, coordinate internal office moves, and arrange office meetings, including Board meetings.
16. Assist the Compliance and Information Services Manager in compliance reviews.
17. Participates as needed in special department projects.
18. Perform other duties assigned.

BASIC STANDARDS OF PERFORMANCE:

1. Satisfactory attendance and punctuality.
2. Compliance with all Gulfcoast Legal Services policies and procedures.
3. Familiarity with and adherence to the organization’s mission.
4. Satisfactory completion of primary and secondary duties and responsibilities of the position as required by management and supervision.

SPECIAL KNOWLEDGE AND SKILLS:

1. Knowledge of basic office procedures, including data entry.
2. Strong communication skills, both oral and written required.
3. Ability to deal professionally, courteously and efficiently with people.
4. Ability to define problems, collect data, establish facts, and draw valid conclusions; exhibit independent judgment in the implementation of plans, procedures and policies
5. Knowledge of the principles and techniques of grant administration and billing, contract administration and negotiations, community organization, fiscal and organizational management, principles and practices of marketing and public relations.
6. Ability to plan, direct and coordinate activities; negotiate and administer contracts; work with commercial vendors, government agencies, community groups and other organizations as necessary; communicate effectively in both written and oral forms; etc.
7. Ability to work independently.