Assistant to Human Resources & Finance

Hyannis; Massachusetts; On-site; USD 40,000 - 50,000; Part time

Job summary

Independence House in Massachusetts is seeking an Assistant to Administration, Finance, and Operations. This 20-hour/week role involves managing daily tasks related to human resources, finance, and operations departments. Responsibilities include preparing employment ads, handling correspondence with staff, maintaining filing systems, and ensuring confidentiality of sensitive information. Applicants should have a minimum of 2 years of relevant experience and strong proficiency in QuickBooks and Excel. An inclusive work environment is emphasized.

Qualifications

• Minimum of 2 years’ experience in human resources, accounting, and administration.
• Proficient in QuickBooks; advanced skills preferred.
• Knowledge of Microsoft software; proficient in Excel.

Responsibilities

• Prepare and post employment advertisements.
• Notify Human Resources of applicants.
• Maintain filing systems for administration and finance.

Skills

Human resources experience

Proficient in QuickBooks

Microsoft Excel

Strong interpersonal skills

Ability to manage multiple projects

Job description

Independence House encourages applicants of diverse races, all abilities, sexual orientation, and genders to submit applications

Hours: 20 Hours/Week

Salary: To be negotiated, competitive

Independence House, Inc. (IH) is a comprehensive domestic & sexual violence community based agency and shelter program in Barnstable County that focuses on meeting unique and cultural needs of survivors and their children. We provide safety, food, shelter, advocacy, counseling and other resources to assist survivors in rebuilding violence‑free lives for themselves and their children. IH is committed to the values of inclusivity, equality, anti‑oppression, non‑hierarchical structure, a non‑judgmental and empowerment framework. IH works closely with other agencies in the community, to provide a comprehensive network of resources for survivors of domestic and sexual violence and their children. IH works with these agencies and other community groups to provide education, prevention and training about domestic & sexual violence toward community transformation and change. Please see our website at www.independencehouse.org for more information.

The Assistant to Administration, Finance and Operations is responsible for the daily tasks related to the operation of the Human Resources, Finance & Operations departments.

RESPONSIBILITIES / SPECIFIC JOB DUTIES

• Prepare and post employment advertisements
• Notify Human Resources of applicants
• Create staff manual and documents to be completed for orientation
• Notify staff member(s) of eligibility for health and dental, Short‑Term Disability, Life Insurance & 403(b) and send forms
• Send notifications to staff and managers regarding yearly evaluations
• Oversight of ordering supplies and other items
• Oversight of telephone system (troubleshooting)
• Oversight of security systems in all locations
• Responsible for ordering new equipment, i.e. computer, telephones
• Maintain the upkeep of all Independence House properties
• Review and maintain landscaping and snow plowing contracts for appropriate properties
• Review and maintain leases for Falmouth, Orleans, Barnstable HSP property and childcare
• Maintain an inventory of all furniture and equipment
• Identify areas/properties in need of maintenance and respond effectively
• Ensure repairs and maintenance are completed
• Prepare Reports for 403(b)
• Set up new vendors and request W‑9s as required
• Receive invoices, bills, check requests and expense reports, review for completeness and match with supporting documentation, submit for approval, process and verify discrepancies.
• Post payments and bills in general ledger.
• Maintain filing systems for administration and finance.
• Prepare and submit payments to Executive Director for signature.
• Process and reconcile petty cash disbursements.
• Record accounts receivable payments from funding sources
• Prepare, record and classify all deposits.
• Handle phone calls related to vendors.
• Assist in preparation and providing documentation for auditors.
• Prepare regular accounting and payroll census reports and other reports as needed.
• Prepare backup documentation /workpapers for billings on a monthly basis, tie out and assemble.
• Make copies, scans, faxes, etc. for finance department and mail/email billings as needed.
• Maintain security and confidentiality for payroll and accounting systems as well as client confidentiality.
• Assist with month end and annual closing routines.
• Assist Director of Operations & Personnel with compensation and benefits.
• Perform other duties as assigned.
• Assist Administrative Department as needed

Other Responsibilities

• Contribute to positive team culture

Work Environment and Physical Demands

• Work requires the ability to ascend or descend stairs, as well as the agility to move about and position self efficiently to perform physical tasks and address emergency situations
• May require sitting for long periods of time

QUALIFICATIONS

• Minimum of 2 years’ experience in human resources, accounting and administration
• Proficient in QuickBooks-advanced skills preferred
• Knowledge of Microsoft software – proficient in Excel
• Ability to work well with others
• Ability to troubleshoot and work through problems
• Computer proficiency
• Strong interpersonal skills and communication skills
• Strong work ethic and ability to work independently
• Belief in the mission of Independence House
• Ability to maintain confidentiality & privacy of sensitive information
• Must be able to manage multiple projects/demands
• Must adhere to drama free zone and professional environment
• Manage conflicts appropriately

OTHER REQUIREMENTS

• Completion of the IH Domestic & Sexual Violence training – agency provided
• Satisfactory Criminal Background Check
• Belief and respect for the mission of Independence House
• Must possess a valid MA driver’s license and proof of vehicle insurance, and have access to a vehicle during work hours
• Must obtain or maintain account with a financial institution for direct deposit of paychecks

Independence House, Inc. is an equal opportunity employer and does not discriminate on the basis of race, color, religious creed, ancestry, national origin, age, sex, gender identity, marital status, sexual orientation, medical condition, or disability and denial of family medical leave and pregnancy leave. This search is being conducted by Independence House, Inc.