Administrative and Financial Specialist

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

• Compile monthly receipts and prepare purchasing card statements for state card holders for state employees
• Managing vendor issues about not receiving ordered goods/services or incorrect charges
• Maintain file of contracts to ensure periods of performance are not exceeded and contact contract administrator when new agreements need to be developed
• Assists with the New Hire onboarding process
• Assists with Annual and Quarterly Human Resource Reports
• Enter bank deposits in Cardinal and QuickBooks into the cash receipt log.
• Assist staff and perform research inquiries for State Reports and Tax Returns
• Every month, ensure vendor payments are processed and paid by the Prompt Payment Act.
• Reconcile transactions keyed in the State Accounting System (Cardinal) and QuickBooks
• Assists with Quarterly and Annual State Agency reports
• Reconcile data entry into FAACS
• Process invoices in Cardinal and QuickBooks, verifying accuracy through established audit procedures/policies.
• Prepare all journal entries in QuickBooks
• Prepare checks in QuickBooks for vendor payments
• Assists with Commonwealth Annual Reports
• Assists with the Annual Audit process
• Enter procurement requests into eVA as required
• Research eVA for purchase orders to support payment of approved invoices
• Maintain records of all financial transactions in a way that allows entries in Cardinal, FAACS, Payroll, and official state records to be verified and validated.
• Develop and maintain office filing systems
• Maintain records of reconciliation of cash receipt log with daily deposits daily
• Coordinate payroll forms for new and current employees to be submitted to the payroll service bureau and ADP.
• Respond to payroll inquiries within 24 hours
• Send reminder emails to staff and supervisors to enter and approve leave in Cardinal and ADP Time and Attendance System.
• Review and enter wage timesheets into Cardinal weekly and confirm accurate information in Cardinal to ensure zero percent payroll discrepancies.
• Review approved time and leave in the ADP Time and Attendance System.
• Submit payroll for State Employees and Private Employees

• Bachelor's degree in finance, accounting, or business

• Proven work experience (1 to 2 years) in finance and administrative support positions
• Practical experience with accounting software (such as QuickBooks), spreadsheets (such as MS Excel), and Peoplesoft software (such as Cardinal)
• Practical experience with Microsoft Office
• Able to quickly learn and adapt to new software and processes
• A solid understanding of bookkeeping procedures, including crediting and debiting appropriate accounts, posting entries to ledger accounts, and reconciling accounts
• Effective written and verbal communication skills
• Works well in a team environment and with upper management
• High Level of critical thinking and logical analysis
• Good organization and time management skills
• Able to work well under pressure and meet all deadlines
• Always keeps the highest standards of compliance and confidentiality

Flexible work from home options available.