Jobs

Job Title:  Administrative / Accounting Specialist
Department:  Accounting
Hours: Full-Time (8 hours per day, Monday – Friday)
Reports to: Accounting Manager
Rate of Pay: $18/hour

SUMMARY:
This position will work with the Accounting Manager.  The person will manage tenant relations and leases and may provide oversight of building repairs and maintenance in the Operations & Transportation Coordinator’s absence.  This position will serve as the main reception area for visitors to the building and phone calls to AGE.  They will also support all of the staff of AGE by ordering supplies and assisting in building related activities.  The person will assist on receivables and payables and other accounting services as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Support general office coordination.
• Monitor and respond to phone and e-mail messages daily, including answering the phone and transferring calls appropriately.
• Interact with clients, vendors, and visitors.
• Ensure leases, insurance, building use policies for the tenants are kept up to date.
• Oversee key card control and security, open up building daily, oversee conference rooms, signage.
• Oversee copier, including ordering supplies.
• Assist with coordinating and arranging for vendors to fulfill regular repair and maintenance, emergency and special project repair and maintenance.
• Manage the Community Service court ordered volunteer program.
• Perform general administrative duties such as open, sort and distribute incoming correspondence including mail, faxes and email, copying, faxing, mailing and filing, create and modify documents such as reports, memos and letters using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office.
• Support staff in specific assigned project-based work.
• Perform Background Checks for volunteers and new staff through AGE provider.
• Prepare Employee Manual for new employees.
• Complete deposit transmittal forms.
• Assist with the accurate billing of Medicaid providers, Veterans Affairs (VA), self-pay clients and other agencies efficiently and effectively to maximize reimbursements for the programs of AGE of Central Texas. Research and correct claims and billing adjustments. Answer phone calls and emails from clients regarding their bills.
• Maintain the confidentiality of client information, organization data and information at all times in compliance with HIPAA regulations.
• Assist with timely and accurate vendor payment, accurate invoice entry into Quickbooks.
• Assist with recording credit card charges and reconciling to credit card summary.
• Other duties as assigned by Accounting Manager.

REQUIRED QUALIFICATIONS:
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed herein are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bilingual Spanish preferred.
• General Accounting/Bookkeeping skills.
• Good writing, analytical and problem-solving skills.
• Excellent verbal communication and customer service skills; phone etiquette.
• Detail oriented, able to multi-task and provide quick responses, and highly organized.
• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, copiers and facsimile machines.
• Basic skills – able to perform basic mathematical calculations, balance and reconcile figures, punctuate properly, spell correctly and transcribe accurately

EDUCATION and/or EXPERIENCE REQUIREMENTS:

• High school diploma.
• One to two years related experience in administration and accounting/bookkeeping and/or training or equivalent combination of education and experience.
• Experience in working with nonprofit organization and volunteers is strongly preferred.

PHYSICAL DEMANDS:
While performing the duties of this job, the employee is regularly required to sit and walk; use hands to touch, handle, or feel; talk or hear; and taste or smell. The employee frequently is required to stand, reach with hands and arms. The employee is occasionally required to lift and/or move up to 20 pounds; stoop, kneel, or crawl. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

SKILLS and ABILITIES:
Communication skills, especially in public speaking and writing, are necessary. Working knowledge of personal computers. The ability to positively handle a multitude of tasks and challenges is a must. The ability to work a flexible schedule that involves evening and weekend hours is necessary. Knowledge of accounting and budget preparation is required.

WHAT WE OFFER:

• A steady Monday-Friday schedule with no evenings or weekends.
• Generous paid time off (PTO) that can be used for vacation or to cover sick time – earn up to 4 weeks of PTO in your first year of employment
• Health, Dental, and Vision insurance – 85% of monthly premiums paid by AGE and fast eligibility for insurance
• Life Insurance – no cost to the employee
• 403(b) retirement plan

Who We Want:

• Personable people with positive outlooks.
• People who like assisting others and are service oriented; experience working with older adults, the elderly, or persons with dementia is a plus.
• Calm problem-solvers with leadership experience.
• Spanish proficiency is a plus.
• Clean criminal background check

If this steady, reliable schedule fits with your engaging personality, we would love to talk to you!

TO APPLY:
Email your resume and cover letter to Rhonda Aldalpe, Accounting Manager, at RAldalpe@AGEofCentralTX.org.

Updated 9/05/2023