Administrative Assistant – Finance & Billing

Behavior Treatment & Analysis; Walnut Creek (CA); On-site; USD 54,000 - 57,000; Full time

Job summary

Behavior Treatment & Analysis seeks an Administrative Assistant in Walnut Creek to manage a broad range of office tasks while supporting Finance and Billing. The role requires Spanish language proficiency, accurate data handling, and efficient communication with internal and external stakeholders.

The position is full-time with typical business hours, offering opportunities to handle bookkeeping tasks using Zoho Books and QuickBooks, and to contribute to monthly closings.

Qualifications

• Minimum high school degree or equivalent.
• Bachelor's degree preferred, not required; in some contexts a degree is advantageous.

Responsibilities

• Answer phone calls, text messages, and emails.
• Update weekly, bi-weekly, and monthly reports.
• Receive, organize, scan, and deliver incoming mail.
• Maintain inventory and stock supplies for Office
• Enter financial transactions into Zoho Books.
• Prepare the Monthly Closing Statements.
• Review EOB documentation for payments received.
• Review and manage Amazon orders.
• Perform other duties as assigned.

Skills

Spanish language

Communication

Multitasking

Organizational skills

Customer service

MS Office

Excel

Teamwork

Attention to detail

Independent & collaborative work

Education

High school diploma

Bachelor's degree preferred

Tools

Zoho Books

QuickBooks

MS Word

MS Excel

PowerPoint

Job description

General Description

The Administrative Assistant will be responsible for executing a variety of administrative duties such as multitasking, document, reports management, bookkeeper, and communication with internal and external sources. The Administrative Assistant will be responsible for providing support in our Finance and Billing Department as needed.

Hourly Rate

$26-$27 per hour

Position type: Full-time

Monday-Friday 8:30am-5pm

Key Responsibilities

• Answer phone calls, text messages, and emails
• Update weekly, bi-weekly, and monthly reports
• Receive, organize, scan, and deliver incoming mail
• Maintain inventory and stock supplies for Office
• Enter financial transactions into Zoho Books
• Prepare the Monthly Closing Statements
• Review Explanation of Benefits (EOB) documentation for payments received
• Review and manage Amazon orders
• Perform other duties as assigned

Qualifications

• Minimum high school degree or equivalent
• Bachelor's degree preferred, not required
• Spanish speaker is required for this position due to clientele demographic
• 1+ years of experience with administrative duties and documentation
• Excellent communication and interpersonal skills, with the ability to build strong relationships and work effectively with diverse stakeholders
• Self-motivated and results-oriented, with the ability to work independently and as part of a team
• Strong organizational skills and attention to detail, with the ability to manage multiple projects and deadlines simultaneously
• Proficiency in Microsoft Office Suite
• Basic knowledge of Medical Billing and Bookkeeping
• Experience with QuickBooks and Zoho
• Strong customer service skills
• Highly organized, detail-oriented, and strong analytical skills
• Advanced proficiency in Excel spreadsheets
• Spanish required

Physical Requirements

• Ability to sit for extended periods of time
• Ability to view a computer screen for extended periods of time
• Ability to lift and carry up to 25 pounds

Other Knowledge, Skills And Abilities

• Team Leadership
• Excellent written/oral communication
• Relationship development
• Solution-oriented problem solving
• Excellent organization and planning
• Systems management
• Exceptional project and personnel management skills.
• Excellent ability to multitask and prioritize in a busy, fast-growth environment.
• Proficiency in MS Word, Excel and PowerPoint is essential.