Assistant Controller

Pennsylvania Legislative Data Processing Center; Harrisburg (Dauphin County); On-site; USD 55,000 - 75,000; Full time

Job summary

Pennsylvania Legislative Data Processing Center in Harrisburg is seeking an Assistant Controller / Administrative Assistant to support HR, payroll and financial tasks. You will assist with payroll processes, taxes, and on-boarding, and help maintain employee benefits and leave.

The role reports to the Executive Director and requires strong organizational skills and customer service. You will handle accounts payable, purchase orders, contracts, vendor accounts, audits, travel expenses, and help

Qualifications

• Excellent organizational skills, with attention to accuracy and detail.
• A pro-active mind-set with a focus on constant improvement and follow-through at all levels.
• Strong analytical and problem-solving skills.
• Proficiency with accounting software and systems, as well as Microsoft Excel and other standard office applications.
• Ability to manage multiple priorities, meet deadlines, and work independently in a hybrid work setting.
• Clear written and verbal communication skills, and the ability to collaborate effectively with cross-functional teams.
• Self-motivated, task-driven, and able to quickly learn new skills.
• Ability to work independently and as part of a team.
• Ability to maintain documentation.

Responsibilities

• Assist the LDPC Controller with HR and Payroll related tasks, including: payrolls and taxes; balance appropriations with Treasury; on-boarding and termination processes; maintain employee benefits and profiles; maintain employee leave.
• Assist the LDPC Controller with Financial related tasks, including: process purchase orders; receive deliveries; maintain accounts payable; assist with reporting for annual financial audit; process employee travel expenses; review PennWatch Reports; maintain inventory; maintain contracts; maintain vendor accounts; post contracts to Treasury’s E-Contracts Library; process tax-exempt certificates; prepare invoices for agency billings; process refund of expenditures; track consultant and project expenses.
• Perform various clerical duties as Administrative Assistant, including: assist with incoming phone calls and helpdesk tickets; assist with office administration; assist with recruitment through ad placements; create and transmit communications to external offices; process 4801 checks from the House and Senate; act as Safety Coordinator; perform committee-related tasks; maintain office inventory; assist with Zoom scheduling and monitor meetings; coordinate office maintenance; enroll employees in training courses; maintain employee parking information.

Skills

Accounting software

Microsoft Excel

Office applications

Attention to detail

Communication skills

Job description

Reports to: Executive Director

Location: B-48 Main Capitol Building, 411 North Street, Harrisburg, PA

Office Hours: Monday – Friday, 8:30am – 5:00pm

Job Overview

The Legislative Data Processing Center (LDPC) provides bi-partisan operational and technical support for the Pennsylvania General Assembly.LDPC is seeking candidates for Assistant Controller/Administrative Assistant.Interested individuals should possess strong knowledge of enterprise financial systems, excellent organizational skills and the ability to provide exceptional customer service to our clients.

Duties and Responsibilities

Assist the LDPC Controller with HR and Payroll related tasks, including:

• Process of payrolls and taxes
• Balance appropriations with Treasury
• Assist with on-boarding and termination processes
• Maintain Employee benefits and profiles
• Maintain Employee leave

Assist the LDPC Controller with Financial related tasks, including:

• Process purchase orders
• Maintain Accounts Payable
• Assist with reporting for annual financial audit
• Process employee travel expenses
• Review PennWatch Reports
• Maintain contracts
• Post contracts to Treasury’s E-Contracts Library
• Process Tax-Exempt Certificates
• Prepare invoices for agency billings
• Process refund of expenditures
• Track consultant and project expenses

Perform various clerical duties as Administrative Assistant, including:

• Assist with incoming phone calls and helpdesk tickets
• Assist with office administration
• Assist with recruitment of new candidates through ad placements
• Create and transmit communications to external offices
• Process 4801 Checks from the House and Senate
• Act as Safety Coordinator
• Perform Committee-related tasks
• Maintain office inventory
• Assist with Zoom scheduling and monitor meetings, as needed
• Coordinate office maintenance
• Enroll employees in training courses
• Maintain employee parking information

Other

• Additional work duties may be assigned as needed.

Required Skills

• Excellent organizational skills, with attention to accuracy and detail.
• A pro-active mind-set with a focus on constant improvement and follow-through at all levels.
• Strong analytical and problem-solving skills.
• Proficiency with accounting software and systems, as well as Microsoft Excel and other standard office applications.
• Ability to manage multiple priorities, meet deadlines, and work independently in a hybrid work setting.
• Clear written and verbal communication skills, and the ability to collaborate effectively with cross-functional teams.
• Self-motivated, task-driven, and able to quickly learn new skills.
• Ability to work independently and as part of a team.
• Ability to maintain documentation.

Legislative Data Processing Center

Title: Assistant Controller / Administrative Assistant

Department: Legislative Data Processing Center, Front Office

Reports to: Executive Director

Location: B-48 Main Capitol Building, 411 North Street, Harrisburg, PA

Office Hours: Monday – Friday, 8:30am – 5:00pm

Job Overview

The Legislative Data Processing Center (LDPC) provides bi-partisan operational and technical support for the Pennsylvania General Assembly.LDPC is seeking candidates for Assistant Controller/Administrative Assistant.Interested individuals should possess strong knowledge of enterprise financial systems, excellent organizational skills and the ability to provide exceptional customer service to our clients.

Duties and Responsibilities

Assist the LDPC Controller with HR and Payroll related tasks, including:

• Process of payrolls and taxes
• Balance appropriations with Treasury
• Assist with on-boarding and termination processes
• Maintain Employee benefits and profiles
• Maintain Employee leave

Assist the LDPC Controller with Financial related tasks, including:

• Process purchase orders
• Receive deliveries
• Maintain Accounts Payable
• Assist with reporting for annual financial audit
• Process employee travel expenses
• Review PennWatch Reports
• Maintain inventory
• Maintain contracts
• Maintain vendor accounts
• Post contracts to Treasury’s E-Contracts Library
• Process Tax-Exempt Certificates
• Prepare invoices for agency billings
• Process refund of expenditures
• Track consultant and project expenses

Perform various clerical duties as Administrative Assistant, including:

• Assist with incoming phone calls and helpdesk tickets
• Assist with office administration
• Assist with recruitment of new candidates through ad placements
• Create and transmit communications to external offices
• Process 4801 Checks from the House and Senate
• Act as Safety Coordinator
• Perform Committee-related tasks
• Maintain office inventory
• Assist with Zoom scheduling and monitor meetings, as needed
• Coordinate office maintenance
• Enroll employees in training courses
• Maintain employee parking information

Other

• Additional work duties may be assigned as needed.

Required Skills

• Excellent organizational skills, with attention to accuracy and detail.
• A pro-active mind-set with a focus on constant improvement and follow-through at all levels.
• Strong analytical and problem-solving skills.
• Proficiency with accounting software and systems, as well as Microsoft Excel and other standard office applications.
• Ability to manage multiple priorities, meet deadlines, and work independently in a hybrid work setting.
• Clear written and verbal communication skills, and the ability to collaborate effectively with cross-functional teams.
• Self-motivated, task-driven, and able to quickly learn new skills.
• Ability to work independently and as part of a team.
• Ability to maintain documentation.

Preferred Skills

• Experience processing payroll
• Previous experience with office administration
• Prior experience in public sector, governmental accounting, or similar regulated environments is beneficial.

Working Conditions/Environment

Expected to report to the office during normal business hours (8:30a-5pm).May be required to work beyond normal working hours as defined by the needs of the Center and General Assembly.Regular and punctual attendance is an essential function of this position.

This position requires on-site attendance.Limited telework may be considered after an initial probationary period, dependent on job performance.

This position description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with this position.All employees are expected to contribute to the overall mission of the Center by performing other duties as required.

The Legislative Data Processing Center is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other characteristic protected by law.