Finance Office Assistant

BERKSHIRE REGIONAL PLANNING   Pittsfield, MA   Full-time     Administration / Clerical
Posted on July 31, 2020

Finance Office Assistant

Berkshire Regional Planning Commission has a Full Time Benefited Finance Office Assistant Position.

Position Definition:
• Performs day-to-day financial transactions including Accounts Payable and Payroll.
Maintains contract and financial information for Berkshire Regional Planning Commission and Berkshires Tomorrow Inc. by performing the following duties.

The main responsibilities of this position are:
• Accounts Payable – Posts daily transactions in Sage Accounting for vendor invoices and employee expense reports.
• Checks and scrutinizes invoices and expense reports for accuracy including proper support documentation.
• Issues payments from multiple checking accounts.
• Provides the payroll processing company semi-monthly payroll and ensures proper employee deductions are withheld.
• Generates reports with the accounting software including monthly check registers and prepares spreadsheets with other accounting, agency or non-profit information.
• Assists with contract administration, including tracking of contracts, amendments and follow up on missing documents.
• Manages data, records and reports by checking for errors and verifying accuracy of information or missing information.
• Provides administrative support to the Office Manager and the Principle Financial Administrator.
• Assists in the monitoring of payments from the towns, federal and state agencies, other grantors and vendors by sending follow up invoices.
• Assists with the agency budget, gathering data and data entry. Updates agency spreadsheets on a regular basis with actual spent.
• Assists with maintaining the Unanet time sheet web-based tracking system, including adding staff hour allocations by project and tasks.
• Works with and assists Program and Project Managers and other staff related to vendor payments.
• Works with and assists Program and Project Managers related to contract management.

Other responsibilities of this position are:
• Provides support for the accounting services for the Commission and Berkshires Tomorrow.
• Ensures all Subcontractor/Sub-recipient documents are received.
• Registers individual subcontractors on Dept. of Revenue online site.
• Downloads online bank statements and proof of monthly cashed payments per contract (CDBG) guidelines for both contractor and homeowner endorsement of the check payment.
• Processes MARIS on-line reporting of payroll to the State.
• Provides back up for preparation of requests for the transfer of funds, i.e. from one checking account to another checking account or money market.
• Posts items on the BRPC website and maintains website content.
• Assists with Aged Receivables, i.e. provides lost copy of invoices.
• Assists in Annual Audits by Accounting firm.
• Assists in all audits or site visits from Programs.
• Assists with other administrative support, i.e. annual report.
• Assists with non-profit board approvals.
• Assists with program set up for new contracts, contract amendments and extensions.
• Adheres to current accounting/finance/governmental laws and regulations.
• Works to agency standards.
• Performs other duties as assigned including special projects or assist programs.

To perform the job successfully, an individual should demonstrate the following competencies:
• Analytical - Collects and researches data; Uses intuition and experience to complement data.
• Detail - Demonstrates close attention to detail and produces error free work.
• Design - Generates creative solutions.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully.
• Technical Skills - Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Customer Service - Responds promptly to Program and Project Manager’s needs; Responds to requests for assistance; Meets commitments; Shows professional demeanor and excellent customer service skills.
• Interpersonal - Maintains confidentiality of employee records.
• Oral Communication - Listens and gets clarification; Possesses excellent communication skills.
• Written Communication - Writes clearly and informatively; Presents numerical data effectively; Ably reads and interprets written information.
• Cost Consciousness - Works within approved budget.
• Initiative - Thrives working both independently and collaboratively.
• Time Management – Has strong organizational and time-management skills
• Compliance - Follows agency policies and procedures; adheres to appropriate laws and policies.
• Adaptability – Adapts to changes in the work environment.
• Dependability - Follows instructions, responds to management direction; Completes tasks on time or notifies appropriate person with an alternate plan.
• Judgment - Includes appropriate people in decision-making process.
• Planning/Organizing - Prioritizes and plans work activities.
• Quality - Demonstrates accuracy and thoroughness in work products.
• Quantity – Completes work in timely manner.

The minimum qualifications for this position are:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Bachelor's degree (B. A.) from a four-year college or university and one-year related experience and/or training; or five years of equivalent combination of education and experience. Previous accounting experience in a municipality, non-profit organization, or consulting firm environment desirable.

Language Ability:
Ability to read and interpret documents and contracts. Ability to write routine reports and correspondence. Ability to verbally communicate effectively with employees, community staff and
organizations and vendors.

Math Ability:
Ability to work with mathematical concepts fractions, percentages, ratios, and proportions to practical situations.

Computer Skills:
Must have strong skills with Excel, and an intermediate working skill set of Microsoft Windows, Word and Access Office programs, Sage Peachtree accounting software (currently being used) (or other accounting software,) and Internet. Knowledge of Publisher helpful.

Certificates and Licenses:
Familiar with Massachusetts and federal guidelines.

Supervisory Responsibilities:
This job has no supervisory responsibilities.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

AA/EOE employer.