Position: Finance Administrative Coordinator

Department: Finance

Reports to: Senior Director of Finance and Accounting

Compensation: $27.00 per hour

Status: 100%, Full-Time, Regular, Non-Exempt

Probation: 90 days

Benefits: Medical, Dental, Vision; also including Life Insurance, Long-Term Disability, Employee Assistance Program, and a 403(b) Retirement Plan

Center’s Mission:

Building a world where LGBT people thrive as healthy, equal, and complete members of society.

DEPARTMENT SUMMARY: The Finance Department is a team of approximately 20 employees responsible for all financial and accounting matters of the Centers’ ten locations throughout the Los Angeles area. There are a wide variety of areas within the Finance department, including treasury, accounting, government grants, tax, contracts, and risk management. The Finance Department is a team of hardworking individuals who are committed to provide timely financial reporting, so that the Center can continue to provide much needed services to the community.

JOB SUMMARY: Under the direct supervision of the Senior Director of Finance and Accounting this position provides administrative support for the Finance Department. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize a diversified workload.

ESSENTIAL FUNCTIONS:

• Organize and schedule in-person, teleconference, and online meetings; set up meeting spaces and technology as needed.
• Maintain office equipment, including keeping copier and fax supplied with paper and toner, and request vendor services as needed, participate in the general upkeep and appearance of the department and its work areas.
• Assists in establishing, developing, maintaining and updating filing systems for the Finance Department.
• Coordinate and process submission of check requests, invoices, staff reimbursements and purchase orders.
• Coordinate, purchase, and maintain inventory of office supplies; maintain organization of department common areas, file room areas, supply cabinets.
• Point of contact for Vendor Maintenance.
• Coordinate and facilitate petty cash requests and assist with reconciliation.
• Travels to various Center locations to pick up deposits and/or delivery petty cash as needed.
• Prepares and coordinates weekly deposits to the bank with BRINKS.
• Assist with CSS reimbursements to the County of Los Angeles as needed.
• Assist with depositing checks via Desktop Deposit application on Wells Fargo website.
• Coordinate packing and sending of prior year files to offsite storage.
• Receives and screens communications for the Finance Department including telephone calls, and provides assistance using independent judgment to determine those requiring priority attention; prioritizes, channels, and facilitates communication from internal and external sources.
• Point of contact for Finance Department, IT and Facilities service requests.
• Acts as a liaison with other departments and outside agencies; handles confidential and non-routine information and explains policies when necessary.
• Coordinate Center’s insurance policy renewals and assist with the administrative functions including requesting certificates of insurance for special events, setting up employees with access to drive Center-owned vehicles, adding funding agencies as additionally insured on policies, and filing claims.
• Provide administrative support to CFO, Senior Director of Finance and Accounting, General Counsel, and Other Managers.
• Assist the different sections of Finance department with special projects on an ongoing basis.
• Sorts and distributes Finance Department mail.
• Responds to regularly occurring requests for information.
• Other duties as assigned.

JOB QUALIFICATIONS AND EXPERIENCE:

• Knowledge of or experience working with the LGBTQ community and familiarity with issues of particular relevance to LGBTQ people.
• A passion for the Center’s work and its mission to make the world a better place for LGBTQ people.
• Strong organizational, interpersonal and communication skills; Excellent follow-through.
• Minimum 3 years of experience in office administration, administrative assistant, personal assistant or similar work experience or equivalent education.
• General knowledge of workers’ compensation and general liability insurance administration a plus.
• Superior computer skills and knowledge in Microsoft Outlook and its calendars, Microsoft Office: specifically Word, Excel, and PowerPoint, database operations, and other software and online software systems.
• Excellent written and oral communication skills with the ability to be discrete with confidential and sensitive information;
• Ability to meet deadlines and make effective decisions.
• Ability to work efficiently and independently in a high-pressure professional environment that provides diverse variety of tasks.
• Demonstrated ability to work effectively with people of diverse races, ethnicities, nationalities, sexual orientations, gender identities, gender expression, socio-economic backgrounds, religions, ages, English-speaking abilities, immigration status, and physical abilities in a multicultural environment.

The Los Angeles LGBT Center is an Equal Opportunity Employer and is committed to fostering diversity within its staff. Applications are encouraged from all persons regardless of their race, color, ancestry, religious creed, national origin, sex, sexual orientation, gender identity, gender expression, medical/physical/mental condition, pregnancy/childbirth and related medical condition, age, marital status, or veteran status.

The Center has implemented a policy requiring all staff to be fully vaccinated against COVID-19 as a condition of employment, subject to applicable federal, state and local laws. For more information, please contact jobs@lalgbtcenter.org