Accounting Clerk/Administrative Assistant

INTRODUCTION:
This role supports financial and administrative activities necessary for the functioning of the organization.

RESPONSIBILITIES:
BOOKKEEPING/ACCOUNTING
• Receive purchase requisitions and prepare POs or obtain approval to place orders. Make purchases and inform ordering party of order status.
• Obtain approval to pay from PI that ordered item when invoice arrives
• Monitor status of orders and inform ED of delays longer than 30 days.
• Obtain approvals to pay invoices larger than $5K.
• Manage accounts and perform bookkeeping
• Assists in preparing project invoices
• Liaise with Principal Investigators and Accountant to resolve financial issues
OFFICE ADMINISTRATION
• Assemble new project files and maintain currency of documentation in all files
• Maintain current list of active projects
• Track clinical trial projects and payments.
o Learn to use Haspoa Horizon to track status of payments
• Scan payables and supportive documentation and upload to bill.com system
• Manage inventory of equipment and perform annual inventory task with ED
• Answer phones and door alternating with other staff
• Prepare communications, such as memos, emails, invoices, reports and other correspondence
• Write and edit documents from letters to reports and instructional documents
• Create and maintain filing systems, both electronic and physical. Scan documents and organize electronic files
• Update content on BRINM website
• Handle all incoming and outgoing mail and deliveries. Inform recipients of deliveries

QUALIFICATIONS
• Minimum high school graduate, with preference for at least an Associate’s degree
• Facility with technology, including MS-Office, Adobe, Wordpress
• Two years in an accounting/bookkeeping role and associated basic bookkeeping knowledge