Administrative Assistant – Accounting & Billing

POSITION TITLE: Administrative Assistant – Accounting & Billing


REPORTS TO:           HR & Business Development Manager

DATE:                          December 2018


The Administrative Assistant provides general office support for a variety of clerical activities and tasks including answering incoming calls, managing the reception area, mail, requisitioning supplies, organizing office communication and activities on a day-to-day basis. The Administrative Assistant also provides supporting the areas of accounting, billing and data analysis along with general administrative duties as assigned by the Controller, CEO and/or HR & Business Dev. Manager.


  • Work closely with BHS® Senior Management team to insure high level of quality service delivery to our client residents.
  • Answer and direct phone calls.
  • Order office supplies.
  • Maintain client contact lists.
  • Provide general support to visitors.
  • Receive, sort and forward all incoming mail to appropriate staff members.
  • Good understanding of general bookkeeping and accounting functions such as: providing day-to-day record and assess basic accounting data; making payments (accounts payable), processing incoming payments (accounts receivables), assist with preparing monthly invoice/billing preparation to funding sources, time sheets for both owned and operated and federally-funded housing programs.
  • Complete all non-profit outreach activities such as assisting callers in need of community services.
  • Collect and summarize monthly attrition rates for owned and operated and federal programs to submit to CEO for monthly board of director (BOD) meetings.
  • Provide back up and administrative support to Housing Staff and Federal Program functions as needed.
  • Coordinate BHS®’ monthly courier delivery services for late rental notices and other client/resident notices to be delivered. (due the 8thof every month)
  • Organize BHS® resident surveys for both owned & operated and federally-funded tenants.
  • Complete, distribute, analysis and collection of annual Tenant Survey.
  • Follow up with BHS® website and other social media inquiries.
  • Organize site visits as requested for CEO.
  • Structure all other administrative tasks as assigned by HR & Business Development Manager and/or CEO.
  • Complete special projects (client, community, and employee newsletters)


Must be able to work independently, be self-motivated in a fast-paced environment, and work well under pressure.

  • Well- developed verbal, listening and written communication skills.
  • Attention to detail and a high level of accuracy and confidentiality.
  • Must be comfortable working with large spreadsheets and basic excel formulas.
  • Must have strong written and verbal communication skills.
  • Proficient knowledge of computer applications. MS Office Excel is a must, Word, and Outlook.
  • Basis bookkeeping and analytical skills helpful.
  • Successfully complete Level 2 background screening.
  • Must be able to pass the pre-employment computer aptitude test with the following minimum scores:
    1. Microsoft Excel: 6 or greater
    2. Microsoft Word: 7 or greater
    3. Microsoft Outlook: 7 or greater

Education Requirement: Bachelor’s Degree in Business Administration and/or minimum 5 years of progressive experience and responsibility in a financial/bookkeeping/analytical/administrative role.

Must have a valid driver’s license and reliable transportation.

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