Every person deserves compassion, dignity, and the safety of a place to call home. Homelessness is the largest social and public health crisis in California. Illumination Foundation (IF) is a growing non-profit organization dedicated towards disrupting the cycle of homelessness by providing targeted, interdisciplinary services in our recuperative care centers, emergency shelters, housing services and children's and family programs. IF currently has 13+ facilities with 22+ micro-communities scattered across Orange County, Los Angeles County and the Inland Empire.Job DescriptionThe Administrative Accounting Coordinator position is responsible for assisting the Illumination Foundation accounting and finance team in all administrative tasks, as well as helping with Accounts Payable and Contract Invoicing. This position will collaborate closely with the VP of Finance and the Executive Assistant to the CEO to complete all necessary responsibilities. The pay range for this position is $28.85 - $31.25, depending on experience.
Responsibilities- Perform a wide range of administrative tasks, including managing a busy calendar of appointments and processing expense reports.
- Play a key role in maintaining the smooth functioning of our office.
- Organize and manage documentation, including contracts and invoices.
- Assist in preparing and distributing reports and presentations.
- Oversee office supply management and coordinate food orders and deliveries as needed.
- Coordinate projects and events as assigned.
- Maintain the schedule for executive conference rooms and oversee conference room facilities and equipment.
- Project/Committee involvement as needed.
- Support with the preparation of meeting agendas and taking meeting minutes.
- Draft and prepare correspondence, including some confidential materials.
- Effectively and promptly handle critical deliverables, such as drafting acknowledgment letters and personal correspondence.
- Prioritize competing demands and address issues swiftly as needed.
- Collaborate closely with the Executive Assistant to the CEO.
- Occasional evening work may be required for committee and board support and / or Saturdays for community events.
- Provide backup support to the accounting team, specifically in Accounts Payable and Contract Invoicing.
- Organize and manage monthly invoices due for payment, respond to inquiries from vendors, and ensure accurate coding and allocation of expenses in the AP system.
- Prepare monthly contract invoices to be sent at the beginning of the
- month and maintain records of outstanding customer invoices.
- Support the tracking and management of all donations and fundraising accounting, including expense tracking for events and payment reconciliation for sponsorships and donations.
- Maintain and reconcile cash receipts on fundraising and accounting platforms.
- Prepare and submit monthly executive credit card expenses.
- Assist in the preparation of monthly financial reports and presentations.
Qualifications- Proven experience as an Administrative Assistant or similar role 5+ yrs
- Accounting experience with Accounts Payable and Expense Reporting 3+ yrs
- Advanced knowledge in Microsoft Office Suite Excel - (VLOOKUP, Pivot tables, and Indexing), PowerPoint, and Word
- Bachelor's Degree in the relevant field is highly recommended
- Strong organizational and time management skills
- Excellent verbal and written communication skills
- Ability to handle confidential and sensitive information with professionalism and discretion
- Motivated and detail- oriented individual with a passion for administrative work
Benefits
- Medical Insurance funded up to 91% by Illumination Foundation (Kaiser and Blue Shield), depending on the plan
- Dental and Vision Insurance
- Life, AD&D and LTD Insurance funded 100% by Illumination Foundation
- Employee Assistance Program
- Professional Development Reimbursement
- 401K with Company Matching
- 10 days vacation PTO/year
- 6 days sick PTO/year
- 10 days holiday PTO/year
- Potential eligibility for the Public Service Loan Forgiveness Program (PSFL) for federally qualified loans