Administrative Assistant / OPS Account Clerk

Regional Center of the East Bay; San Leandro (CA); On-site; USD 45,000 - 70,000; Full time

Benefits offered by this job

3 weeks paid vacation + 12 sick days

14 paid holidays + 3 floating holidays

Medical care options (Kaiser employer‑

Dental and vision plans

CalPERS Retirement (pension)

Student Loan Forgiveness*

Work at Home schedules, if applicable

Employee Assistance Program

Job summary

Regional Center of the East Bay is seeking an Administrative Assistant / OPS Account Clerk to provide accounting and confidential administrative support to the Budget & Finance Department. Responsibilities include processing invoices, reconciling accounts, maintaining contracts and purchase orders, and supporting the Director and Accounting Managers.

The role requires meticulous attention to detail and the ability to manage multiple tasks in a busy nonprofit environment.

Qualifications

• High school diploma or GED equivalent.
• Three years of progressively responsible accounting and administrative experience, including accounts payable, invoice processing, reconciliations, financial recordkeeping, or related accounting functions. RCEB POS accounting experience preferred.
• Proficiency in keyboarding and 10-key data entry.
• Knowledge of basic accounting principles and practices.
• Ability to accurately analyze, organize, and reconcile financial and administrative data.
• Ability to prioritize work, manage multiple assignments, meet deadlines, and maintain accuracy and attention to detail.
• Excellent oral and written communication skills.
• Proficiency with computerized accounting/financial management systems and standard office software.

Responsibilities

• Process operations and general invoices in the accounting system in accordance with established procedures; verify that required supporting documentation and approvals are received and complete; and process payments to vendors.
• Maintain documentation supporting paid invoices in the agency’s digital records repository and ensure vendor files are complete and organized.
• Maintain agency contracts and operations purchase orders in the digital records repository, ensuring records are accurate, current, and readily accessible.
• Reconcile vendor accounts, contracts, and purchase orders as required; research and resolve discrepancies as appropriate.
• Prepare and process bank deposits using electronic check-scanning and remote deposit capture equipment in accordance with established procedures.
• Receive, sort, and distribute accounting department mail and other financial correspondence.
• Provide confidential administrative and clerical support to the Director of Budget & Finance and Accounting Managers, as required.
• Assist with special projects, assignments, and other accounting or administrative activities as required.
• Provide backup support to Accounting staff as needed to ensure continuity of departmental operations.

Skills

Keyboarding & 10-key

Accounting principles

Data analysis

Multitasking

Communication skills

Office software

Accounting systems

Education

High school diploma or GED equivalent

Three years accounting and administrative experience (POS preferred)

Tools

POS accounting experience (preferred)

Job description

Administrative Assistant / OPS Account Clerk

POSITION TITLE: Administrative Assistant / OPS Account Clerk

DIVISION: Budget & Finance

REPORTS TO:Director, Budget & Finance

[x]Regular [x] Confidential [x]Full-Time [ ]Temporary [ ]Part-time

The Regional Centerof the East Bay (RCEB) is one of 21 Regional Centers that are community-based, private non-profit corporations under contract with the California Department of Developmental Services.RCEBprovides intake, assessment, diagnosis, and coordinates community-based services for over 25,000 children and adults with developmental disabilities in Alameda and Contra Costa counties.

RCEB envisions a future where persons with developmental disabilities are truly a part of the community. Persons with developmental disabilities receive supports and services they need to succeed. The supports and services change as the need changes.

In our dream, children with developmental disabilities live with families in typical communities. Many choose to attend their neighborhood schools and play with neighborhood friends. Adults with developmental disabilities live in the residence of their choice – with family members, with friends, or with their spouse / significant other. They engage in activities of their choice – work, volunteering, education, training, or leisure. They have meaningful relationships with friends and coworkers and are seen as valuable, contributing members of their communities.

POSITION SUMMARY:

Under general direction, the Administrative Assistant / OPS Account Clerk provides accounting and confidential administrative support to the Budget & Finance Department. The position is responsible for processing invoices and payments, maintaining accurate financial and contract records, reconciling accounts and supporting documentation, processing bank deposits, and providing administrative support to the Director of Budget & Finance and Accounting Managers. This position requires strong attention to detail, organization, accuracy, and the ability to manage multiple priorities while maintaining confidentiality.

DUTIES AND RESPONSIBILITIES:

Duties include but are not limited to:

• Process operations and general invoices in the accounting system in accordance with established procedures; verify that required supporting documentation and approvals are received and complete; and process payments to vendors.
• Maintain documentation supporting paid invoices in the agency’s digital records repository and ensure vendor files are complete and organized.
• Maintain agency contracts and operations purchase orders in the digital records repository, ensuring records are accurate, current, and readily accessible.
• Reconcile vendor accounts, contracts, and purchase orders as required; research and resolve discrepancies as appropriate.
• Prepare and process bank deposits using electronic check-scanning and remote deposit capture equipment in accordance with established procedures.
• Receive, sort, and distribute accounting department mail and other financial correspondence.
• Provide confidential administrative and clerical support to the Director of Budget & Finance and Accounting Managers, as required.
• Assist with special projects, assignments, and other accounting or administrative activities as required.
• Provide backup support to Accounting staff as needed to ensure continuity of departmental operations.

MINIMUIM QUALIFICATIONS:

• High school diploma or GED equivalent.
• Three years of progressively responsible accounting and administrative experience, including accounts payable, invoice processing, reconciliations, financial recordkeeping, or related accounting functions. RCEB POS accounting experience preferred.
• Proficiency in keyboarding and 10-key data entry.
• Knowledge of basic accounting principles and practices.
• Ability to accurately analyze, organize, and reconcile financial and administrative data.
• Ability to prioritize work, manage multiple assignments, meet deadlines, and maintain accuracy and attention to detail.
• Excellent oral and written communication skills.
• Proficiency with computerized accounting/financial management systems and standard office software.

PHYSICAL REQUIREMENTS:

The physical requirements described below are representative of those necessary to perform the essential functions of this position, with or without reasonable accommodation.

• Primarily sedentary work involving frequent computer use and routine movement within the workplace.
• Occasionally lifts and carries work materials and equipment, such as a laptop, weighing up to 10 pounds.

WORK ENVIRONMENT:

• Work is generally performed in an office environment with moderate noise.
• The position may occasionally involve interaction with individuals experiencing distress.

BENEFITS:

At the Regional Center of the Easy Bay, we offer a full spectrum of competitive benefits including:

• 3 weeks paid vacation + 12 sick days
• 14 paid holidays + 3 floating holidays
• Multiple options for medical care (including Kaiser at 100% employer paid for employee)
• Dental and vision plans
• CalPERs Retirement (pension)
• Student Loan Forgiveness*
• Work at Home schedules, if applicable
• Employee Assistance Program, including mental health care

*The Public Service Loan Forgiveness program is a federal program that forgives student loan debt for nonprofit employees after 120 qualifying payments. Employees who work at least 30 hours per week for a governmental, 501(c)(3) nonprofit, or other qualifying nonprofit organization may apply to have the balance of their student loans forgiven (tax free) after making 120 monthly payments.

*Regional Center of the East Bay (RCEB) does not discriminate against job applicants on account of race, color, creed or religion, national origin including language use restrictions, sex, gender, gender identity or expression, age, sexual orientation, marital status, physical or mental disability, medical condition or HIV/AIDS status, political affiliation, military or veteran status, genetic characteristics, or ancestry.