Finance and Administrative Coordinator

Job Description

Job Description

Finance and Administrative Coordinator
Norfolk, Virginia | Full-Time | On-Site
35 Hours per Week | Non-Exempt
Salary Range: $26.40–$28.60 Hourly

About The Planning Council
The Planning Council identifies community needs, connects people with solutions, and improves lives.

Since 1941, we have worked with government agencies, nonprofit organizations, businesses, and community partners to address regional challenges and improve outcomes for individuals and families.

Position Overview
The Planning Council is seeking a dependable and detail-oriented Finance and Administrative Coordinator to provide accounting, administrative, and office support.
This position processes accounts payable and accounts receivable transactions, prepares deposits, assists with reconciliations and audits, manages front-desk responsibilities, and helps ensure the office operates efficiently.
The ideal candidate is organized, accurate, professional, and comfortable balancing financial responsibilities with administrative and customer-service duties.

Key Responsibilities

Finance and Accounting

• Process accounts payable, including USDA claims, HOPE Fund payments, recurring expenses, and vendor invoices.
• Process accounts receivable invoices and payments.
• Prepare bank deposits.
• Enter financial transactions into the accounting system.
• Assist with general ledger and account reconciliations.
• Review outstanding and uncashed checks and complete follow-up.
• Maintain recurring-expense checklists and ensure expenses are recorded in the correct period.
• Communicate with employees and vendors to obtain documentation and resolve discrepancies.
• Assist with audits, schedules, and supporting work papers.
• Maintain accurate and confidential financial records.

Administrative and Office Support

• Greet visitors and manage the organization’s main telephone line.
• Respond to inquiries and direct callers and visitors appropriately.
• Receive, prepare, and distribute mail and shipments.
• Assist staff with copying, scanning, data entry, mailings, document preparation, and special projects.
• Operate office equipment, including the copier, scanner, postage meter, and telephone system.
• Monitor and order office, kitchen, restroom, beverage, and mailing supplies.
• Coordinate cleaning, maintenance, and property-related concerns with appropriate vendors.
• Help maintain organized and professional reception, meeting, kitchen, and common areas.
• Securely dispose of confidential records in accordance with organizational procedures.

Required Qualifications

• High school diploma or equivalent.
• At least three years of relevant bookkeeping, accounting support, or administrative experience.
• Experience processing invoices, payments, deposits, or other financial transactions.
• Proficiency with Microsoft Excel, Word, Outlook, and standard office equipment.
• Strong organizational, communication, customer-service, and time-management skills.
• Excellent attention to detail and commitment to accuracy.
• Ability to manage multiple priorities and work independently.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to work effectively with individuals from diverse backgrounds and experiences.

Preferred Qualifications

• Associate degree in accounting, finance, business administration, or a related field.
• Experience in a nonprofit, government-funded, grant-funded, or human-services organization.
• Experience with account reconciliations, audit support, or month-end accounting activities.
• Experience with Blackbaud Financial Edge or similar accounting software.
• Intermediate or advanced Microsoft Excel skills.

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