Position Overview 

Performs Administrative duties assigned under the direction of the Director of Accounting. Assists in the coordination of duties that ensure POLM programs are compliant with generally accepted accounting principles (GAAP) and current grant guidelines and policies. 

Essential Functions 

Front Desk Receptionist 

• Greet and welcome clients, guest, visitors as soon as they arrive at the office. 

• Redirect phone calls to the appropriate department and take down messages. 

• Ensure the front desk is neat, presentable, and equipped with all the necessary supplies such as pens, forms, and paper. 

• Provide basic and accurate information in-person and via phone/email. 

• Receive, sort, and distribute daily emails/message. 

• Other duties as assigned.

General Administrative Functions 

• The Administrative Clerk functions as an assistant in the Accounting and Administrative department and will assist primarily Claims Specialist/A/P Clerk to complete their duties. 

• Deliver bank deposits at Pacific Premier Bank as needed. 

• Deliver mail pick up at post office and HQ mailbox. Sorts and distributes incoming and outgoing mail. 

• Maintain equipment inventory log. 

• Manage Headquarters office and facility supplies. 

• Clerical functions relating to scanners, copiers, printers, and related equipment. 

• Backup to place a service call or supply order for printer down or inoperable with Next Level for all Departments when Accounts Payable is not available.

• Special Projects as assigned, including assisting with audits.

• Completes research and other inquiries as requested. 

• Assists Director of Accounting and Human Resource Supervisor with Administrative needs as requested.

• Other duties as assigned. 

Accounts Receivable Billing Functions 

• Assist the Claims Specialist with the preparation of monthly billings for multiple funding sources with supporting documentation, including employee T & A’s and any other billing specific requests. 

• Deliver monthly billings, quarterly reports, contracts, and other correspondence as necessary. 

• Data entry to log and update Fiscal related information, including the Billing Tracking Log.

• Other duties as assigned.

Monthly Close

• Assist Director of Accounting and Claims Specialist in monthly closing procedures and documentation for compliance to fiscal policies and procedures for internal and external grant requirements. 

• Other duties as assigned.

Required qualifications:

• High School Diploma or equivalent. 

• Computer Skills: Word, Excel, Acrobat, etc. 

• Ability to maintain strict confidentiality. 

• Employment eligibility verification. 

• Reliable personal (not public) transportation available for occasional errands. Mileage will be reimbursed. 

• Successful completion of background screening. 

Physical Requirements: 

Administrative staff is often required to assist with office cleaning and arrangements. Physical requirements include but are not limited to the following: 

• Assisting with occasional office furniture moving. 

• Office housekeeping and restocking of office and facility supplies. 

• Carrying up to 30lbs for short distances. 

• Bending down and lifting is occasionally required.