Title: Human Resources and Finance Administrative Assistant

Department: Finance/HR FLSA Status: Non-Exempt

Supervisor: Associate Finance Director/Director of HR

Hours: 20 hrs/week

Position Control #: 102-FIN-10 Revised: 07/2025

SUMMARY

The Finance and HR Administrative Assistant is a part-time support position (up to 20 hours per week, non-benefit eligible) responsible for providing clerical and administrative assistance to both the Finance and Human Resources departments. The position is based at the Hunting Park and KA sites and is responsible for managing mail distribution, assisting with data entry and filing, and supporting departmental initiatives. This role reports directly to the Associate Director of Finance and the Director of HR and is responsible for independently managing daily tasks in a timely and organized manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Administrative Support for the Finance Department

• File accounts payable records, photocopy checks and supporting documents, and upload employee pay stubs.
• Prepare bank deposits and assist with cash and change transactions with the Office Managers.
• Use Microsoft Excel to track financial activities; may serve as primary or backup support for various tracking spreadsheets.
• Collaborate with the Advancement department to assist with tasks such as processing donations, developing and sending receipts, thank-you letters, and generating giving reports as needed.
• Provide support for finance-related projects, including billing initiatives or audits.
  

2. Mail Processing and Distribution (Hunting Park Site)

• Receive, sort, and deliver all incoming mail, including interoffice communications.
• Prepare outgoing mail, including applying postage and coordinating with mail carriers.
• Support bulk mailings or special projects for other departments as needed.

3. General Administrative Support

• Provide administrative or logistical support to the Finance Department and Office Managers as assigned.

4. Administrative Support for Human Resources

• Review and sort incoming HR-related mail; scan and electronically file documents.
• Create and maintain new hire folders; update and organize existing employee files as directed.
• Assist with compiling the monthly Visa report and other HR compliance tracking reports.
• Run and distribute monthly employee tardiness reports as requested by HR.
• Print and prepare employee and volunteer badges.
• Support logistics for HR events, including setup, attendance tracking, and material preparation.
• Track employee attendance at mandatory events for FTCA compliance reporting.
• Sign off on HIPAA/Privacy policies and uphold confidentiality standards in all HR-related tasks.
• May be required to arrive early to assist with setup for HR events or trainings.
• Must be a team player, flexible, and able to manage multiple administrative priorities.
• Travel to the Kensington Avenue (KA) site once per week to perform administrative duties and provide on-site support as needed.

EDUCATION, KNOWLEDGE, SKILLS, AND QUALIFICATIONS

• High school diploma or GED required; associate's or bachelor’s degree preferred.
• Strong attention to detail and organizational skills.
• Proficiency in Microsoft Office (Excel, Outlook, Word); experience with finance or HR systems preferred.
• Ability to manage time and tasks independently while supporting team goals.
• Strong written and verbal communication skills.
• Willingness to learn internal systems and office equipment (copier, postage machine, etc.).
• Demonstrate strong written communication skills and attention to detail.
• Demonstrates professionalism, confidentiality, and a team-oriented approach.
• Willingness to respectfully share and support Esperanza’s Christian mission and values.

PHYSICAL REQUIREMENTS

• Must be able to sit, stand, and walk for extended periods.
• Must be able to lift and move up to 50 pounds, including document storage boxes, shredding containers, and interoffice mail bins.
• Must be able to bend, reach, and carry materials between offices and floors as needed.

DISCLAIMER

This job description is not intended to be all-inclusive. The employee may perform other related duties as needed to meet the ongoing needs of the Finance and Human Resources departments and Esperanza Health Center.