Accounting Administrative Assistant

Position Summary

The Accounting Administrative Assistant supports the Third Future Schools Grants Team by coordinating, organizing, and maintaining documentation required for grant billing and compliance processes. This role also provides administrative support for accounting and finance operations as directed by the Finance Leadership Team in collaboration with the Grants Manager. The ideal candidate is highly organized, detail-oriented, customer service focused, and eager to learn complex grant and invoicing procedures.

Essential Duties and Responsibilities

Grant Reporting & Invoice Processing

• Compile, organize, and submit supporting documentation for monthly grant billing invoices.
• Assist in preparing grant-related forms, reports, and supporting schedules.
• Ensure all grant documentation is accurate, complete, and submitted within established deadlines.

Customer Service & Communication

• Communicate professionally with internal and external stakeholders regarding documentation required to support the grant billing process.
• Provide timely follow-up and support to staff regarding grant and accounting documentation requests.
• Maintain positive working relationships with individuals from diverse backgrounds and varying levels of English language proficiency.

Data Management

• Compile and organize financial and operational information from databases and accounting systems to support grant billing and reporting.
• Maintain accurate records and assist with data entry and reconciliation activities as needed.

File & Records Management

• Convert physical documents into electronic files and maintain organized digital and physical filing systems.
• Ensure all required documentation is complete, properly ordered, and contains required approvals and signatures.
• Maintain confidentiality of sensitive financial and personnel information.

Audit & Administrative Support

• Assist with preparation for annual financial audits and Single Audit processes.
• Provide administrative support for accounting and finance functions as assigned.
• Support department projects and process improvement initiatives.

Other Duties

• Perform other duties as assigned by the Finance Leadership Team.

Qualifications

Education

• High School Diploma or GED required.

Experience

• Minimum of two (2) years of experience working in an office or administrative setting.

Knowledge, Skills, and Abilities

• Strong organizational skills and exceptional attention to detail.
• Strong written and verbal communication skills.
• Excellent customer service skills and ability to work effectively with individuals from diverse backgrounds.
• Basic understanding of accounting, invoicing, and financial documentation processes.
• Proficiency with Microsoft Office Suite, including Word and Excel and Google Workspace.
• Ability to learn complex grant billing and invoicing procedures.
• Ability to follow policies, procedures, and deadlines in a fast-paced environment.
• Ability to work collaboratively as part of a team.

Working Conditions

• Hybrid work environment with a combination of on-site and remote work, subject to organizational needs and grant compliance requirements.
• On-site presence required for key activities such as audits, monitoring visits, critical meetings, and collaboration with school-based staff.
• Periodic extended hours during audit cycles, fiscal year-end close, or grant reporting deadlines.