The Executive Administrative Assistant – Finance is responsible for managing all administrative responsibilities within the finance departments. This position will have the responsibility for maintaining the calendars of all finance directors and managers. The incumbent will be responsible for of reporting and responding to legal questions and concerns with regards to any procurements. The Assistant will be responsible for ensuring the appropriate solicitation request documents are submitted for all large procurement requests. In addition, the incumbent will organize vendor outreach events to promote working with IndyGo.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES To be successful in this role, an individual must be able to perform in a satisfactory manner the functions listed below. The company will make reasonable accommodations to enable individuals with disabilities to perform these functions. ESSENTIAL FUNCTIONS • Serves as the “travel agent” for all IndyGo’s staff to register for conferences/meetings etc. and coordinates all necessary travel arrangements once approved by senior management. • Provides direct administrative support for four (4) leadership positions within the finance department; including answering phones, typing correspondence, maintaining and filing records and preparing and distributing departmental reports. • Assist with the development of monthly finance and procurement Board packet materials. • Assist Procurement Director with managing and distributing the Procurement Solicitation Calendar. Updates contract termination, solicitation schedules and appropriate timelines for compliance. • Works with other finance team members to coordinates events to promote internal or external working partnerships with IndyGo (including but not limited to vendor socials, financial related training and budget meetings).
OTHER FUNCTIONS • Answers and logs public information requests. • Orders departmental office supplies. • Other duties as assigned. SUPERVISORY RESPONSIBILITIES • None.
EDUCATION AND/OR EXPERIENCE To perform this job successfully, an individual must have the following education and/or experience. • Associate’s degree in business, finance administration (or a related field) or 7 years of work experience in finance, or a combination of education and experience equaling a minimum of 7 years.
KNOWLEDGE, SKILLS, AND ABILITIES The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. The company will make reasonable accommodations to enable individuals with disabilities to perform these functions. • Basic knowledge of theories, principles, and practice of public finance. • Basic knowledge of federal, state laws, policies and procedures as they pertain to finance programs. • Ability to analyze and audit fiscal accounts, contracts, records, claims transactions and financial reports. • Excellent organizational and interpersonal skills. • Proficiency in using a computer and related technology, including high proficiency with Microsoft Office, the internet, complex spreadsheets, and automated fiscal systems. • Ability to operate office equipment, including copiers, fax machines, and phones. • Strong written and verbal communication skills; strong listening skills. • Ability to interact with others, both in person and through phone, e-mail, and written correspondence. • Above average decision-making and problem-solving abilities. • Above average mathematical abilities (addition, subtraction, multiplication, division, percentages, ratios, and fractions), including the ability to apply principles of algebra and geometry. • Ability to prioritize, organize, and manage tasks and time effectively; some flexibility is required.
PHYSICAL DEMANDS The physical demands described here are representative of those an individual must meet to successfully perform the essential functions of this job. The company will make reasonable accommodations to enable individuals with disabilities to perform these functions. • Ability to work in a fast-paced, deadline-oriented office environment. • Ability to work independently with minimal supervision. • Ability to sit for long periods of time and to move intermittently throughout the workday, occasionally between departments and/or facilities. • Strong sensory skills, such as good hearing, dexterity, and good eyesight, including color perception. • Ability to speak clearly. • Local and/or evening and weekend travel is required on rare occasions.
IndyGo is an Equal Opportunity Employer