Job Title: Client Funds Manager
Revision Date: February 5th, 2020
Reports To: VP of Finance
Positions Supervised: None
The role of the Client Funds Manager is to assist the VP of Finance in the oversight of the general operations of the office; to manage and coordinate efficient use of conference room schedules, assets, and catering; to assist the VP of Finance with resource and budget management and provide executive level administrative assistance as needed with scheduling, travel, and meeting support.
Essential Duties and Responsibilities
Being the first point of contact for walk-in residents, vendors, and visitors to our office, politely greeting and connecting people to the correct resource.
Serve as an integral member of the Finance Department, being able to perform all associated tasks including opening mail, photocopying, faxing, mailing, scanning, create and/or modify documents using Microsoft Office, and management of paper and electronic filing systems.
Perform general office duties such as copying, scanning, printing, delivering mail, answering phones, etc.
Manage and reconcile client funds and petty cash accounts.
Reconcile EBT statements for client accounts.
Reconcile bank statements and shared expenses for client accounts.
Prepare banking deposits for incoming checks and deposit into appropriate accounts (client or business).
Gather receipts, invoices, and statements. File in appropriate folders.
Prepare and process checks for the regular and timely submission of invoices.
Prepare check requests for monthly recurring expenses.
Provide effective communication regarding accounts payable and receivable issues with vendors and internal staff.
Consistently deliver exceptional customer service to all customers both external and internal.
Consistently regard all resident information and company business as strictly confidential.
Consistently display a professional, helpful demeanor on the phone, via email, and in person, including maintaining high standards of professional appearance.
Perform Verifications on internal documents.
Education and Experience
High school graduation or equivalent required.
Bachelor’s degree preferred.
2 years previous Administrative Assistant experience.
Proficient reading and arithmetic skills required.
Advanced knowledge of Microsoft Office programs including Excel, Word, PowerPoint and Outlook.
Ability to accurately keyboard 70+ wpm.
Proficient 10 Key Skills.
Excellent written and oral communication skills.
Problem resolution skills and grace under pressure.
Advanced Customer Service skills.
Certificates, Licenses and Registrations
Knowledge, Skills and Abilities
Language Skills: Excellent reading comprehension and written communication skills required. For example: ability to read, analyze, and interpret documents, reports, technical specifications, governmental regulations, and correspondence. Ability to apply proper grammar, spelling, punctuation, and format to communications. Ability to present information in one-on-one, small group, and large group situations to management and staff.
Mathematical Skills: Ability to work with basic mathematical concepts and ability to draw and interpret graphs.
Reasoning Ability: Ability to solve a wide range of practical problems and deal with a variety of concrete and complex variables; ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form; and ability to deal with multiple variables.
Computer Skills: Ability to operate related computer applications (i.e. word processing and spreadsheet applications), and business equipment including personal computer, copy machine, fax machine, and telephone.
Talking: Able to convey detailed or important instructions or ideas accurately, loudly, or quickly.
Average Hearing: Able to hear average or normal conversations and receive ordinary information.
Finger Dexterity: Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.
Repetitive Motion: Movements frequently and regularly required using the wrists, hands, and/or fingers.
Average Visual Abilities: Average, ordinary visual acuity necessary to prepare or inspect documents or products or operate machinery.
Physical Strength: Frequently required to sit, stand, and walk and occasionally required to stoop, kneel, crouch, or crawl. Occasionally required to lift and/or move up to 50 lbs.
Your Work Place
Internally, work is normally performed in a climate-controlled office environment, where exposure to conditions of extreme heat/cold, poor ventilation, and fumes are very limited. Noise level is moderate and may include sounds of normal office equipment (computers, telephones, etc.). No known environmental hazards are encountered in the normal performance of job duties.
Intent and Function of Job Descriptions
Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well-constructed job descriptions are an integral part of any effective compensation system. All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by management as deemed appropriate.
In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law..