Finance Administrative Assistant

RLS & Associates, Inc. (RLS) is looking for a Finance Administrative Assistant to organize and perform daily financial tasks, and support daily office administration tasks in order to ensure organizational effectiveness and efficiency. The ideal candidate will possess strong clerical skills, exceptional time management, and a proactive approach to problem-solving.

RLS is a national consulting company that works exclusively in the transit industry, providing consulting assistance to small, medium, and large public transit systems, Federal and State departments of transportation, government agencies, and paratransit operators. This woman-owned, certified disadvantaged business enterprise (DBE) was established in September 1987 and incorporated in 1990 in the State of Ohio and has grown to be a highly respected and sought-after consulting firm in the transit industry today. In addition to its Dayton, Ohio headquarters, RLS has offices across the United States. RLS is an accredited business with the Greater Dayton Better Business Bureau and is a member of the local Chamber of Commerce.

Candidate Profile: We are seeking a stable, long-term professional who is highly independent, organized, and focused. The successful candidate thrives on structure, is comfortable with financial data, and excels in repetitive process-driven work. This role requires the ability to work independently with little supervision; must be able apply critical thinking to complex situations; and prioritize tasks effectively in a deadline-driven, sometimes fast-paced, environment, while maintaining high accuracy.

Work Schedule: Regular operating hours are 8:00 a.m. to 5:00 p.m. EST, Monday through Friday. Flexibility may occasionally be required to work later hours or come in over a weekend to meet specific project deadlines.

KEY RESPONSIBILITIES

Financial & Accounting Support:

• Provide comprehensive administrative and clerical support to the Finance Manager, CEO, and President.
• Process the Accounts Payable (AP) cycle, ensuring accurate and timely processing and payment via accounting software.
• Perform Accounts Receivable (AR) reconciliation for client payments.
• Execute scheduled check runs and manage secure check distribution.
• Organize, review, and process all employee expense reports for accurate reimbursement.
• Assist with the monthly compilation and preparation of client invoices.
• Provide necessary documentation and logistical support to facilitate the annual external audit.
• Assist the Finance Manager with client prequalification submissions and the compilation of required supporting documentation.

Administrative & Operational Support

• Maintain centralized contract files, ensuring all administrative requirements are documented and critical due date trackers are accurate.
• Draft, maintain, and update Standard Operating Procedures (SOPs) for finance and administrative functions.
• Maintain efficient and compliant physical and electronic financial documentation and filing systems.
• Compile financial data and generate various ad-hoc reports as requested.
• Manage and update administrative calendars, databases, and core software applications.
• Coordinate and facilitate monthly and annual staff meetings, including (but not limited to) agenda preparation, travel logistics, note-taking, and follow-up.
• Manage general office and break-room supply inventory, coordinate recycling efforts, and conduct monthly facilities inspections.
• Execute other administrative or finance duties as assigned by management.

CORE COMPETENCIES

• Financial Acumen: Aptitude for numbers and demonstrated ability to identify and diagnose inconsistencies, inaccuracies, and errors in financial reporting.
• Organizational & Planning Skills: Exemplary planning, time management, and organizational skills, with a proven ability to prioritize tasks, multitask, and manage daily workload.
• Problem-Solving: Strong critical thinking, analytical, and problem-solving skills to manage urgent, risk-sensitive deadlines.
• Technology Fluency: Comprehensive knowledge of office technology and applications, including demonstrated fluency with the Microsoft Office and Google suite of products. Experience with cost-allocation accounting systems (A&E, government, or public service experience a plus). Basic knowledge and demonstrated ability using project management software.
• Communication & Ethics: Excellent verbal and written communication skills and commitment to ethical behavior when dealing with sensitive financial information.
• Work Style: Takes initiative, demonstrates flexibility, works well independently, and functions effectively as a team player.

MINIMUM QUALIFICATIONS

• At least 3 years of experience as a financial administrative assistant or similar administrative position
• Proven ability to handle confidential financial information with discretion
• High school diploma or equivalent (Associate’s/Bachelor’s degree or relevant certification is a plus)
• Ability to work under pressure with tight or short deadlines and adapt to a fluid, unpredictable environment that often results in readjustments of priorities
• Physical Requirements: Able to lift up to 30 pounds (e.g., paper boxes, office supplies) and able to stand for prolonged periods of time, as some duties require working between different standing workstations
• Valid Driver’s License
• Organizational, verbal and written communication skills a must
• Attention to detail and ability to multi-task is a requirement

BENEFITS

• Medical, dental, and life insurance; vision discount program
• 401k after introductory period with employer contribution
• Profit Sharing Plan after introductory period
• Paid holidays, vacation and sick days
• Opportunity for professional growth and development.

Reports to: Finance Manager, CEO & President

RLS is an Equal Employment Opportunity Employer

Job Type: Full-time

Base Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• financial administrative assistance: 3 years (Required)
• Accounts payable: 3 years (Preferred)
• Accounts receivable: 3 years (Preferred)

Ability to Commute:

• Dayton, OH 45439 (Required)

Work Location: In person

Salary : $50,000 - $65,000