JOB DESCRIPTION

The Administrative Assistant, Finance, Payroll & Purchasing provides high-level administrative, operational, and coordination support to the Director of Finance and the Finance leadership team. This role ensures the efficient day-to-day functioning of the Finance office through strong organizational skills, attention to detail, and proactive support. The incumbent works collaboratively across departments, handles confidential information with discretion, and supports reporting, meetings, and process improvement initiatives.

Key Duties and Responsibilities

Administrative & Operational Support

• Provide comprehensive administrative support to the Director of Finance and department leadership, including calendar management, meeting coordination, and correspondence.
• Prepare, format, and proofread reports, presentations, briefing notes, agendas, and meeting minutes.
• Manage electronic and paper filing systems to ensure accurate, timely, and secure information retrieval.
• Coordinate internal and external meetings, including scheduling, logistics, materials preparation, and follow-up actions.

Communication & Coordination

• Act as a first point of contact for the Finance department responding to routine inquiries, directing issues appropriately and ensuring timely responses.
• Receive, review, and distribute incoming correspondence and invoices while maintaining confidentiality and professionalism.
• Liaise with internal departments and external stakeholders to support Finance initiatives and workflows.

Financial & Departmental Support

• Support Finance, Payroll, and related teams with routine administrative processes, data entry, document tracking, and report distribution.
• Maintain and validation of records related to vendor information, signing authorities, contracts, and departmental documentation.
• Assist with the preparation of senior management, executive, and Board-related materials as required
• Enter, update, and maintain scheduling and timecard information for the Finance & Payroll departments, in the organization’s workforce management system, ensuring data integrity and adherence to established deadlines.
• Perform vendor validation activities, including verifying vendor documentation, maintaining accurate vendor master records, and supporting internal controls to prevent duplicate or fraudulent payments.
• Administer the procurement card (P‑Card) program for the Finance department, including card issuance and cancellation, monitoring approvals and transactions for compliance, reconciling monthly statements, tracking required documentation, and following up on discrepancies.
• Provide guidance to employees on procurement card and Business Travel claim policies, approved expenditures, and required documentation, escalating issues as appropriate.
• Administer user access controls for the organization’s office‑supply account, including onboarding and offboarding users, maintaining current access lists, and ensuring access aligns with role‑based authorization

Compliance, Safety & Continuous Improvement

• Coordinate and maintain Finance department records retention practices in accordance with records retention policies and schedules.
• Handle sensitive and confidential financial and personnel information with discretion and professionalism.
• Identify opportunities to improve administrative processes, tools, and workflows to enhance efficiency.
• Recognize and report patient, staff, and environmental safety concerns and participate in preventative or corrective actions within the scope of the role.
• Perform other related duties and cross-functional support as assigned.

Qualifications

• Diploma or Certificate in Office Administration, Business Administration, or a related discipline.
• Minimum of