Finance Administrative Assistant

Abode Family; Fremont (CA); On-site; USD 36,000 - 40,000; Full time

Benefits offered by this job

Competitive pay

Temp to Hire (3 months)

Onsite with potential hybrid/remote

PTO 19 days per year

Holidays 12 paid days per year

Medical, dental, and vision coverage

Employee Assistance Program (EAP)

Teledoc mental health support

Flexible Spending Account (FSA) — Comm

FSA — Health care

FSA — Dependent care

Retirement Plan: 403(b) with employer

Job summary

Abode Services in Fremont, CA is seeking a Finance Administrative Assistant to support the finance and billing teams. The role covers clerical duties, mailings, check distribution, and general administration to ensure smooth office operations.

The position is a 3-month temp-to-hire onsite role with potential for hybrid or remote work, depending on supervisor approval and job responsibilities. Eligible employees receive a comprehensive benefits package.

Qualifications

• Associates degree in business administration, or equivalent experience.
• Three years administrative experience in a finance/accounting/billing setting.
• Understanding of confidentiality requirements.
• Excellent oral and written communication, organizational and time management skills.
• Proficient with Microsoft Office applications.
• Ability to work independently and in teams.
• Ability to identify problems and propose solutions.

Responsibilities

• Maintain smooth operation of the finance and billing offices, including mail distribution, supplies, and maintenance requests.
• Manage conference room schedules and coordinate meetings.
• Order supplies and maintain office equipment.
• Prepare mailings, scans, and file maintenance; handle check distribution.
• Assist accounts payable with invoices and vendor inquiries.
• Support auditing processes and liaise with other departments.

Skills

Microsoft Office

Oral & written communication

Organizational skills

Time management

Education

Associate degree in Business Administration

Tools

SupplyWorks

DocuSign

Zoom

Asset Panda

Job description

When you join Abode, you’re not just taking a job, you’re becoming part of a team creating meaningful change in our communities and a commitment to lasting housing stability.

At Abode, we believe everyone deserves a safe and stable place to call home. Our mission is tosolve homelessnessthrough housing and supportive services that help individuals and families achieve stability and independence. Grounded in theHousing First model, we meet people where they are and provide individualized support based on their needs, goals, and strengths.

Housing Ends Homelessness

Our Mission:

Abode works to end homelessness by assisting low-income, unhoused people, including those with special needs, to secure stable, supportive housing; and to be advocates for the removal of the causes of homelessness.

Our Values:

• Start with Dignity
• Take Smart Risks
• Be transparent
• Solve for today and tomorrow
• Spark each other’s strengths

About The Role:

The Finance Administrative Assistant covers a range of clerical and support responsibilities within the finance and billing teams. Duties include file maintenance, preparation of mailings, check distribution, and all other administrative duties as requested.

How You Make An Impact:

Office Management:

• Maintain smooth operation of the finance and billing offices, including distributing mail, stocking supplies, and coordinating janitorial/maintenance requests.
• Manage conference room schedules and set up meetings as needed.
• Order supplies for staff in the finance and billing offices.
• Maintain office equipment including postage meter, copier, and printers.
• Preparation of mail and copies.
• Pick up checks, mail from the admin office, and ensure proper distribution of mails.
• Maintain an accurate filing system.
• Provide assistance for special events and meetings as requested.

Finance/Accounting Support:

• Monitor status of rush purchase orders (POs) and respond to inquiries about POs.
• Responsible for sorting, distributing, and mailing checks.
• Keep authorized check distribution list up to date, ensuring review of proper identification before distribution of checks for pick up.
• Responsible for the safekeeping of checks that have not been distributed or picked up.
• Assist the accounts payable team in scanning invoices/bills, etc.
• Assist the accounts payable team in responding to vendor inquiries and following up with vendors.
• Prepare ledgers for staff and respond to inquiries about the status of checks.
• Assist in gathering supporting documents requested during audit.
• Liaison between accounting and other departments.
• Provide administrative support to accounting staff as requested.
• Maintain users in SupplyWorks, DocuSign, Zoom, T-Mobile, and Asset Panda
• Other special projects and duties as assigned.
• Locate and provide check backups not in monthly invoicing folders as requested.
• Research status of Pos.
• Manage rush PO communication process with Program, Billing & Accounting staff
• Provide administrative support to billing staff as requested.
• Other special projects and duties as assigned.

How You Meet Qualifications:

• Associate degree in business administration, equivalent experience may be substituted.
• Three years of administrative experience, preferably in a finance/accounting/billing department.
• Understanding of confidentiality requirements.
• Excellent oral & written communication, organizational, and time management skills.
• Excellent in prioritizing and multi-tasking if needed.
• Meticulous attention to detail
• Ability to learn new tasks and follow instructions quickly.
• Intermediate to advanced skills using Microsoft Office
• Ability to work well independently and collaboratively with teams.
• Ability to identify problems/issues and work with supervisor to come up with solutions.

Our Benefits and Perks:

• Competitive pay: $25.96 - $28.85 per hour
• This is a Temp to Hire position, 3 month contract
• Work arrangement: Onsite position; may be eligible for hybrid or remote work, subject to supervisor approval and factors including job responsibilities, remote location, and employee suitability.
• PTO:19 days per year, increasing with tenure
• Holidays: 12 paid holidays per year
• 100% medical, dental and vision coverage options for employees
• Employer subsidized options for dependent health care."
• Legal and financial services and more through our Employee Assistance Program (EAP)
• Mental health care service provided by Teledoc
• Flexible Spending Account (FSA)
  • Commuter
  • Health care
  • Dependent care
• Retirement Plan: 403(b) w/ employer match & contribution programs

Notice: Abode Services is an Equal Opportunity Employer/Drug Free Workplace.

Qualifications

Education

Required

Associates or better in Business Administration.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.