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Executive Assistant - Finance

Company: JKV
Location: Lees Summit
Posted on: November 16, 2021

Job Description:

Full-Time

Non-Exempt/Hourly

JOB SUMMARY

Provides administrative support for the Vice President Finance and others in the Finance Division, along with management of the contract system, which supports various corporate contracts and legal documents. Coordinates John Knox Village's Investment Committee, Finance Committee and PremierLife' s Audit Committee Board meetings, including room and food arrangements, AV equipment, and taking/recording minutes. Responsible for finance related projects as assigned. Supportive of Village mission and values.

Manages, monitors, and maintains the systems required to document various contracts and health care regulatory issues across the business units. Documents included, but are not limited to, licenses, leases, risk management commercial contracts, annual registrations, bond compliance, trademarks, and certificate of authority. Assists with gathering information and completing applications to ensure timely renewals and filing of licenses, leases, contracts, annual registrations, bond compliance, trademarks, and certificate of authority.

Provides a diverse scope of departmental support and reporting assistance.

ESSENTIAL JOB FUNCTIONS

FINANCE ASSISTANCE/BOARD(S) SUPPORT

  • Provides administrative support to Vice President of Finance, Director of Finance and others in department as needed. Arranges appointments and meetings for the Vice President of Finance and Director of Finance with proper follow-up and reminders while monitoring calendar. Manages logistics for departmental and committee meetings and assists in the preparation and distribution of materials as needed. Tracks PTO and punch reports for VP Finance staff.
  • Prepares monthly and quarterly reports using Microsoft Word and/or Excel for distribution to Vice President Finance and/or various other departments and committees.
  • Proofreads, updates, and finalizes reports, presentations, and communications for the VP of Finance as requested. Ensures compliance with committee Function Statement guidelines by scheduling, coordinating details, and invite presenter as required, updating policies, and attending Board committee meetings, (JKV Finance Committee, PL Audit Committee, JKV Investment Subcommittee, and CCPIT). Prepares minutes and reports and distributes to committee members.
  • Ensures timely postings to the Electronic Municipal Market Access site (EMMA) by compiling and distributing the Monthly and Quarterly Bond Narratives, Financials and Compliance Certificates. Also scheduling and posting the Investor Continuing Disclosure call notices and recordings.
  • Keeps the Vice President alert to written and oral comments, complaints, suggestions and information requests from residents, associates, guests, and business representatives. Assists in providing timely responses to concerns. Writes correspondence for Vice President's signature.
  • Serves as account administrator for the corporate credit card account and assists with fraud inquiries. Cancels and issues cards and maintains credit card information log and credit limits.
  • Provides notary services to residents and staff members.
  • Prepares confirmation letters for audit and assists staff in gathering information requested by auditors.
  • Assists with conference registration and coordinates details, collects receipts, and processes expense reimbursement reports for Vice President.
  • Gathers and compiles information and communicates with Board members to assist staff with filing the federal tax returns.
  • Records and processes Promissory Note payments and prepares pay-off letters, and documents resident files.
  • Compile's information and prepares annual Medical Tax Deduction letters for all residents. Communicates with residents on specific options, provides information, and documents resident's account and file with their selection.
  • Assists with Resident Financial Assistance applications and communication.
  • Monitors and reports on office equipment and maintenance issues, reporting incidents via IT Help Desk tickets and building maintenance work orders. Monitor's office equipment and orders supplies. Trains staff and assists with troubleshooting equipment failure to avoid unnecessary service calls.
  • Receives and processes resident application deposit payments. Ensures lease, entry fee and internal move contracts are signed by the VP and returned to Marketing and/or Resident account files. Maintains efficient flow of resident application documents for Vice President review and approval.
  • Processes and distributes mail within the department.
  • Processes all checks through the bank's Remote Deposit Capture process and ensures all critical deposit deadlines are met. Processes and deposits all cash coming into the Finance Department immediately.
  • Processes and files sensitive and confidential correspondence, contracts, and financial data. Analyzes and collaborates with key business partners on issues relating to the content and administration of contract documents and regulatory matters to ensure compliance.RESIDENT ACCOUNTING ASSITANCE/LIASON
    • Assists other administrative staff/associates in Administration Center and provides backup support for Resident Accounting Window as needed.
    • Modifies monthly resident renewal letters for annual lease and service fee contracts.COMPLIANCE/CORPORATE DOCUMENTATION/LEGAL
      • Updates Contract Management Database. Assists with developing and implementing contract management systems and processes on all key contracts. Supports collection of data for documents maintained in database. Updates data regarding the Village's current contracts and helps develop and implement programs going forward to keep the system current and accessible for management and staff.
      • Establishes review procedure to ensure licenses and contract renewals occur timely, which includes the Annual Registration Reports for the State of Missouri, the State of Kansas for PremierLife and its Affiliates, the annual John Knox Village Renewal Application for Certificate of Authority for the State of Missouri.
      • Gathers all documents and prepares the annual Village accreditation documentation.The responsibilities described above represent the primary responsibilities of the job. Other responsibilities may be assigned by the supervisor as warranted by business needs. The incumbent is expected to perform all assigned responsibilities.

        ESSENTIAL QUALIFICATIONS
        • Prefer two years of college or corporate equivalent experience.
        • Four years of varied and progressively responsible support experience at the executive level. Financial administrative experience preferred.
        • Exceptional organizational and time management skills to effectively organize and prioritize workload with minimal supervision and to handle multiple tasks and priorities in a changing business environment with a positive attitude.
        • Must work effectively and collaboratively with diverse and multiple cross-functional teams and committees.
        • Must have the ability for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients, vendors, and residents.
        • Demonstrates professionalism in ability to communicate effectively and respectfully with internal staff and residents. Presents self in a positive and professional manner.
        • Experience with the following software packages: Microsoft Office Suites (Outlook, Word, Excel, PowerPoint, Access), as assessed at a minimum of 75% competency and be able to type 60 words per minute.
        • Essential aptitudes include handling confidential information, ability to work with a variety of people, initiative, judgment, and strong communication skills (written and verbal).
        • Accounting and/or bookkeeping experience helpful.
        • Must have the ability to become a Missouri Notary Public within first 90 days of employment (fees paid by the Village).SPECIAL WORKING CONDITIONS
          • All associates may be called upon to assist other departments in a declared emergency situation.PHYSICAL REQUIREMENTS

            The physical demands described below are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
            • Spends 1-15% of day standing, walking, stooping, kneeling, crouching and/or squatting with occasional flexibility in changing positions.
            • Spends 1-15% of day using sedentary strength lifting, carrying object(s), pushing or pulling object(s).
            • Spends 80-100% of day sitting, reaching, handling, fingering.
            • Spends 15-100% of day talking, hearing, seeing, using near and far acuity.
            • Spends 1-33% of day using depth perception, peripheral vision and performing activities that require sharp visual focus.SUPERVISION RECEIVED/GIVEN

              Receives minimal supervision.

              EOE/D/V

              Nicotine-Free Workplace

              Post-Offer background check and drug screen required

              Questions can be directed to

              Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

              The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However..... click apply for full job details

Keywords: JKV, Lee's Summit , Executive Assistant - Finance, Accounting, Auditing , Lees Summit, Missouri

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