Employment Opportunities

• Executive Assistant, Center for Prevention and Health Services
• Part-Time Accounts Payable Clerk II / Accounting Assistant, Finance and Administration

Executive Assistant
Center for Prevention and Health Services

Position Description:

The Executive Assistant (EA) supports the Center for Prevention and Health Services (the Center) and a Business Group Vice President. This position serves as an integral part of operations by contributing to programs and providing administrative support for all projects. The EA handles daily logistics and telephone inquiries for two Vice Presidents, and is responsible for contract tracking and monitoring within the Center. The EA has administrative responsibility for the logistics of multiple advisory boards, meetings and committees. The EA reports directly to the Vice President of the Center for Prevention and Health Services with accountability to a second Business Group Vice President. The EA will be evaluated by both.

Primary Responsibilities:

• Maintains both Vice President's calendars and schedules appointments as needed
• Assists with travel arrangements and logistics of speaking events for both VP's
• Maintains contract calendars for all Center projects and oversees invoicing, reporting deadlines, and contract modifications ensuring timely filings
• Submits travel expenses for invoicing and reimbursement both internally and externally in a timely and consistent manner
• Assists with presentations, especially PowerPoint, and correspondence with members
• Provides support to the various Committees and Advisory Boards of the Center:
  • Provides logistical support for all meetings hosted by the Center including arrangements for travel, meeting space and food ordering in coordination with the Business Group's Meeting Planner
  • Compiles meeting materials and prepares and sends out Board and Committee books and other various documents as needed
  • Maintains updated contact information and lists for all Board and Committee members
  • Schedules and maintains Board committee meetings
• Assists members as needed by both Vice Presidents
• Assists in the coordination, production and distribution of the Center's publications
• Assists with administrative duties as needed, including processing both of the Vice Presidents credit card receipts and expense reimbursements
• Coordinates with the public relations consultant to schedule media inquiries and obligations for both Vice Presidents and Center projects in a timely manner
• Organizes and maintains files (electronic & hardcopy) for the Center and Vice Presidents
• Other projects and duties as assigned by the Vice Presidents

Qualifications:

• Bachelor's Degree or equivalent related experience
• Experience as an Executive Assistant
• Experience working in a corporate environment

Desired Skills:

Individual should:

• Be extremely well organized, detail oriented and thorough
• Have excellent internal & external customer service skills and needs to be able to work across the organization with all levels of personnel as well as with member and potential member companies
• Be proficient in MS Office, including Excel and PowerPoint, and an expert in Outlook and the corresponding calendar functions. Must also be willing to learn MS Project.
• Have the ability to work effectively on team projects and be self-motivated and experienced in making independent judgments within the context of established policies and procedures
• Have a demonstrated ability to handle multiple responsibilities and meet deadlines in a fast-paced work environment
• Possess excellent interpersonal, written and verbal communication skills
• Possess a strong work ethic
• Experience with editing and formatting of grants and proposals a plus

Qualified candidates can submit a cover letter, salary requirements and resume to:

David Fogle
Vice President Finance & Administration
National Business Group on Health
50 F Street, NW, Suite 600
Washington, DC 20001
HR@businessgrouphealth.org

Part-Time Accounts Payable Clerk II / Accounting Assistant
Finance and Administration

Position Description

The Part-time Accounts Payable Clerk II / Accounting Assistant works closely with the Vice President of Finance and Administration and has direct contact with all staff within the organization. The Assistant is responsible for performing a range of accounting and administrative duties in coordination with the Finance & Administration team. This includes primarily accounts payables, accounts receivables, and administrative office management and coordination. This position is based in Washington, DC.

Primary Responsibilities

Accounting:

• Daily AP / AR:
  • Responsible for processing all approved invoices by posting journal entries or accounts payable vouchers into the accounting system. Verifies invoices, invoice numbers, account codes, descriptions, amounts and approval signature for accuracy and consistency.
  • Coordinates with the Staff Accountant and logs / applies the daily lockbox payments to the outstanding accounts receivable invoices.
  • Tracks and sends all the daily "live" checks received in the mail to the lockbox.
  • Prepares journal entries to record any miscellaneous deposits and gives copies of all checks / deposits received to the appropriate departments / individuals.
• Reconciles all monthly cancelled checks in the AP system to the bank statement.
• Researches and follows up on all past due accounts payable invoices.
• Keys and verifies monthly budget figures.
• Processes and coordinates all American Express receipts for the organization and cardholders, including statement distribution.
• Performs miscellaneous monthly accounting entries including photocopier, postage and webinar allocations.
• Responsible for maintaining all of the accounting files including accounts payable and accounts receivable folders and vendor information in the accounting system.
• Responsible for mailing and distributing all weekly AP checks including 1099 vendor checks processed through payroll.
• Responsible for all AP information pertaining to the annual external audit. Assists in the preparation of materials and account reconciliations for the annual audit.

Administration:

• Daily Administration Duties:
  • Pick up newspapers and periodicals from lobby.
  • Pick up and distribute daily mail.
  • Maintain daily employee sign-in sheets.
  • Greets office visitors and answers main phone.
  • Administers daily office supply orders including:
    • Approval of office supplies ordered by staff.
    • Comparison of office supplies received to packing slips.
    • Employee notification of received office supplies and other deliveries.
    • Tracking office supply returns to ensure proper account credits.
• Responsible for the overall coordination and general maintenance of the office in coordination with the Finance & Administration team. Including:
  • Ordering of general weekly office supplies: paper, staples, toner, etc. as well as FedEx, Xerox and Pitney Bowes machine supplies.
  • Ordering of general weekly kitchen supplies.
  • Maintaining the on-line ordering system including the "My Favorites" items in the finance and administration section and the set up / deletion of all employee login's for new or terminating employees.
  • Stocking printer paper, FedEx labels & letterhead at print stations.
  • General office cleaning (straightening up) & maintenance including the copy room, lobby area and conference rooms.
  • Maintaining employee mailboxes and general form boxes (label creation).
  • Maintaining employee hours listing and general calendar information for log-in book.
  • Ordering organizational letterhead, envelopes and employee business cards and name plates.
  • Coordinating machine maintenance with the Vice President including the Xerox machine, fax machine, Equitrac system and printers.
• Serves as back up for telephone management and maintenance.
• Maintains the postage and copier accounting codes in Equitrac and the postage machine.
• Coordinates with the Senior Accountant to process and distribute the monthly SmartBenefits vouchers and parking hang tags.
• Performs general office duties including word processing, proofreading, photocopying, emailing, faxing, addressing, scanning, mailing and distribution as required.

Other:

• Assists the Vice President and other staff members with special projects as needed.
• Assists others when workload permits.

Qualifications

• 1-3 years accounts payable experience.
• 1-2 years office management experience.
• Knowledge of accounting / booking procedures.
• Outstanding organizational skills with proactive management

Required Skills:

The ideal candidate should possess the following:

• Familiarity with Fundware or similar accounting software.
• Excellent Excel skills and proficient in all MS Office Suite software.
• Strong written and verbal communication skills.
• Extremely organized, detail oriented and thorough with the ability to track and document.
• Proactive with problem solving ability.
• Ability to work independently and as a team member.
• Excellent internal & external customer service skills with the ability to work across the organization with all levels of personnel.
• Display high professional standards in all aspects of work and handle sensitive information confidentially.
• Strong work ethic.

Qualified candidates can submit a cover letter, salary requirements and resume to:

David Fogle
Vice President Finance & Administration
National Business Group on Health
50 F Street, NW
Suite 600
Washington, DC 20001
HR@businessgrouphealth.org