Administrative Assistant

Job Description

Job Description

El Paso Center for Children (the “Center” herein)
Administration Department
Administrative Assistant – Accounting (Cross-Trained) Job Description
Hourly rate $15/hour

Position Classification & Compensation
This role is classified as a non-exempt, full-time or part-time employee as those terms are defined in the Center’s Employee Handbook and is eligible for employee benefits as defined for this classification.

Reports to: Controller

Effective: 03/01/2026

Summary:  The Administrative Assistant is a flexible and adaptable staff member who supports the Administration team by performing accounting and clerical duties related to the efficient processing of financial transactions, purchasing, payroll support, and reconciliations. The scope of work may shift as needed based on agency priorities, project needs, staffing levels, and operational demands. To promote efficiency, internal controls, and continuity of operations, duties within this role are organized into functional areas. While employees may be assigned primary areas of focus to support workflow and accountability, assignments may be adjusted, and staff are expected to provide cross-functional support as needed. Assignment to a primary functional area does not limit the employee to only those duties. The Center aims to maintain functional separation where feasible while preserving flexibility to meet operational needs. The scope of work is subject to change as needed to ensure all projects are completed. Likewise, complementary changes may be made to projects or individual goals and expectations for employees based on agency/management strategic goals. All Center for Children team members are expected to be collegial and collaborative, mutually supportive, and focused on excellent services to clients, fidelity to program models, and ethical provision of services.

Functional Area A – Accounts Payable & Vendor Management

• Assembles, reviews, and verifies invoices and check requests.
• Flags and clarifies unusual or questionable invoice items or prices.
• Sorts, codes, and matches packing slips and invoices to purchase orders.
• Sets invoices up for payment and enters invoices into the Abila Accounting system.
• Transfers purchase orders from Microix to Abila and verifies accuracy.
• Prepares and processes electronic transfers and payments.
• Monitors aged payables and reconciles accounts payable to ensure timely payments.
• Reconciles accounts payable and purchasing transactions.
• Reconciles credit card statements (including Comdata credit card activity) and submits for approval.
• Processes out-of-town travel, mileage, and other reimbursement requests.
• Processes basic needs payments as assigned.
• Prepares and issues annual 1099s to vendors, as required.
• Maintains vendor binders and supporting documentation.
• Conducts dormant vendor reviews and produces reports for the Controller.
• Maintains the insurance binder and prepares related journal entries for insurance expenses.
• Prepares and enters journal entries as assigned, including entries related to postage expenses and Flourish investments.
• Other duties as assigned

Functional Area B – Accounts Receivable, Reconciliations & Reporting

• Supports accounts receivable and billing processes, including invoicing and payment tracking.
• Tracks and reconciles deposits and other assigned revenue accounts.
• Reconciles accounts receivable and prepares account analyses.
• Maintains and updates program spreadsheets related to monthly program tracking.
• Prepares and submits external funding and compliance reports as required by funders.
• Supports contract administration and assists with subcontractor monitoring activities.
• Manages credit card check-out/check-in tracking and related documentation.
• Reconciles Mutual of America accounts, as assigned.
• Prepares and enters journal entries, including entries related to deposits (e.g., Flourish deposits) and other assigned transactions.
• Produces monthly reports and assists with month-end close activities.
• Other duties as assigned.
  
   

Functional Area C – Purchasing/Payroll

• Processes purchase orders in Microix.
• Tracks receiving and processes expense reports.
• Reviews and processes payment for mileage and per diem requests.
• Reviews timesheets for data entry errors or missed entries.
• Adjusts timesheet entries per employee or supervisor request.
• Releases timesheets for approval.
• Updates tracking spreadsheets with final total hours by employee.
• Assists with semi-monthly payroll processing.
• Processes payment of semi-monthly payroll taxes, as assigned.
• Creates timesheet certifications based on funder requirements (including OOG certifications).
• Processes and reconciles City timesheets, as applicable.
• Reconciles employee benefits (health, dental, vision, life) and submits for approval.
• Processes petty cash transactions as assigned.
• Prepares and enters journal entries (including depreciation entries) as assigned.
• Other duties as assigned.

General Administrative Responsibilities (All Functional Areas)

• Helps to answer phones and greet customers.
• Provides supporting documentation for audits.
• Maintains accurate historical records.
• Maintains confidentiality of organizational information and documentation.
• Handles special administrative projects as well as overflow work from the department and Center programs.
• Participates in the Performance and Quality Improvement processes in the agency.
• Adheres to accreditation standards (as developed), licensing standards, and other policies and regulations.
• Maintains the front office space in the assigned program, ensuring the area is neat and welcoming for visitors and ready for daily operations within business hours (8:30 am to 5:30 pm) and/or as requested by the supervisor.
• Runs errands as needed.
• Performs other duties as assigned.

Skills

• Relate well to all kinds of people, inside and outside the organization; builds appropriate rapport; listens; builds constructive and effective relationships; uses diplomacy and tact; truly values people; can diffuse even high-tension situations comfortably.
• Manage tasks and responsibilities in a timely manner, ensuring consistency with deadlines, requirements for timely contacts with clients, completion of various paperwork in accordance with schedules established by supervisor and/or policy.
• Pursue everything with energy, drive and a need to finish; seldom gives up before finishing; especially in the face of resistance or setbacks.
• Motived by results; can be counted on to meet and exceed goals successfully; bottom-line oriented; pushes self for results; sets clear objectives and measures, monitors process and progress. 
• Easy to approach and talk to; spends the extra efforts to put others at ease; can be warm, pleasant and gracious; is sensitive to and patient with others; builds rapport well; is a good listener.  
• Marshal resources to get things done; orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner; follows established process.
• Excellence among direct reports and subcontracting partners.
• A strong results orientation, openness to new ideas, and a proven ability to deliver a consistently high quality of service to both external and internal work partners.
• Excellent written and verbal communication skills.

Qualifications
Minimum qualifications for this position include:

• A High School Diploma or equivalent.
• At least one year of experience in accounting, finance, bookkeeping, or administrative support involving financial transactions preferred.
• Bilingual English/Spanish preferred.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint); Excel skills required for tracking and reconciliations.
• Strong attention to detail, time management, organizational, and interpersonal skills.
• Ability to handle confidential and sensitive financial and employee information with professionalism.
• Must have driver’s license, vehicle in safe operating condition, and maintain proof of current insurance at Texas minimum standards.
• Must be able and willing to travel for trainings/meetings/conferences.
• Must be able to walk, sit, stand, and lift and carry at least 25 pounds.

Personal & Professional Conduct

• The first responsibility of all El Paso Center for Children employees is to ensure the safety, welfare, and dignity of the youth and families the Center serves, and to serve as positive role models for them.  All employees must exemplify the highest standards of professional and ethical conduct and abide by the Code of Conduct set forth in the Center’s Personnel Policies.

Flexibility

• Every program at the Center is community and client-centric. Working with diverse partners to meet the needs of families in our community demands flexibility. The scope of work is subject to change based on the team’s performance and the funder’s expectations and on agency/management strategic goals.  The flexibility needed in this role includes scheduling of meetings/events/activities, scheduling supervision sessions with staff, training, staff meetings, and out-of-town travel for training and/or grant requirements.

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