Executive Assistant - Finance

Amida Care, the largest Medicaid HIV Special Needs Plan in NY, delivers a uniquely effective care model that has become a true benchmark for innovation, engagement and member health outcomes. Our mission is to provide access to comprehensive care and coordinated services that facilitate positive health outcomes and general well-being for our members. This true integrative care model addresses psychosocial, housing, behavioral and medical services directly evolving around the needs of each member.

We are a community of individuals from diverse peoples who work together to actively foster a fair, equitable, inclusive environment where all employees receive an invitation to belong. Visit www.amidacareny.org/careers for more information about the Amida Care culture.

We are actively seeking a highly motivated, innovative and experienced leader to join our team as the Executive Assistant - Finance. Compensation will be commensurate with experience.

Position Summary:

The Executive Assistant - Finance will provide administrative support to the Finance department. The position will perform a broad variety of daily administrative office tasks including, but not limited to: accounts payable payment processing, mailing, and electronic filing; supporting the corporate credit card program; managing active calendar of appointments and meetings; maintaining files; composing and preparing correspondence that is sometimes confidential; and the preparation and tracking of expense and other recurring reports. The accountabilities of this position are generally performed under deadline and volume pressure and frequently involve handling a wide variety of confidential matters with discretion.

Responsibilities:

• Works closely and effectively with the Chief Financial Officer (CFO) and the Vice President of Finance (VPOF) to ensure understanding of priorities and expectations.
• Provides full scope of accounts payable administrative support to the Finance department including, but not limited to the scanning, merging and electronic filing of weekly accounts payable payments and supporting documentation, with continuous focus on strong internal accounting and check controls.
• Mailing of accounts payable payments and correspondence (FEDEX and regular mail); and maintenance of all electronic and hard copy files and tracking logs.
• Provides ongoing analysis and recommendations to changes in current accounts payable and mailing policies and procedures with the goal of continued operational improvement and increased efficiencies.
• Reviews and processes corporate card logs, including the weekly log reconciliations, receipts and communication with department leads (card holders).
• Manages the CFO's calendar of work appointments, meetings, travel, etc., providing prep meeting materials and keeping CFO meetings on time and minimizing interruptions and delays.
• Oversees the receipt and distribution of mail for the Finance department.
• Maintains and organizes Finance files, including accounts payable, general ledger and others as needed.
• Develops and implements a process to organize and maintain all CFO office files.
• Supports the Finance team in the annual audit process, including scheduling meetings, preparation of audit confirmation letters and other tasks, as needed.
• Assists the VPOF in the management of all insurance policies, including documentation, meetings, schedules, updates, and notifications of upcoming renewals, etc.
• Provides administrative support for ReQlogic (automated invoice processing software system).
• Lead facilitator for Amida Care's offsite storage maintenance and processing with the vendor (GRM) Liaison with departments to manage, coordinate and handle all document requests for the retrieval from and transfer to offsite storage.
• Oversees the monitoring and ordering of supplies and maintenance of inventory for the Finance department.
• Provides coverage assistance for other administrative assistants as needed.
• Assists the CFO and VPOF in writing, updating and management of Finance department policies and procedures.
• Researches, compiles, assimilates and prepares sensitive and confidential documents.
• Manages special projects assigned by the CFO and VPOF in accordance with organizational need.

Amida Care is Diversity, Equity and Inclusion employer committed to full inclusion and elimination of discrimination in all its forms. We strive to develop, promote and sustain a culture that values equity and leverages diversity and inclusiveness in all that we do.

EDUCATION REQUIRED

• Bachelor's degree or an equivalent combination of education and relevant work experience.

EXPERIENCES AND/OR SKILLS REQUIRED

• Preferably three (3) years' work experience in a finance department.
• Three (3) years' experience supporting C-Level Executives, preferably in a non-profit organization.
• Demonstrates ability to work independently and know when to seek support.
• Demonstrates ability to build relationships with stakeholders, including staff, board members and external partners.
• Demonstrates excellent verbal and written communication skills.
• Demonstrates strong organizational skills that reflect ability to perform and prioritize multiple tasks with care and follow-through.
• Exhibits proactive approaches to problem-solving with strong decision-making ability.
• Demonstrates proficiency in Word, Excel, PowerPoint, and Outlook.
• Demonstrates understanding and sensitivity to multi-cultural values, beliefs, and attitudes of both internal and external contact.
• Demonstrates appropriate behaviors in accordance with the organization's vision, mission, and values.