Administrative Assistant - Finance

Job Description

Job Description

Description:

About Hope Christian Schools

Our mission is to pray for, equip, and send Christ-centered, passionate leaders to change the world. We are a non-denominational, coeducational Christ-centered school in NE Albuquerque, serving families of children from preschool to high school. Since its founding in 1976, Hope Christian School has prayed for, equipped, and sent nearly 3,000 graduates to change the world. Annually, Hope Christian School educates approximately 1,400 students from Preschool through 12th grade. It is our privilege, honor, and responsibility to prepare these students to be tomorrow's leaders. We believe that all truth is God's truth. So God is not confined to Bible class, or weekly chapel. Rather all curricula is from a Biblical worldview, taught by faculty who love the Lord, in programs designed to educate the whole student, and with an unwavering commitment to follow God's will for Hope Christian School.

Terms: Full Time, 12-Months

Job Summary: The Administrative Assistant – Finance provides administrative and customer service support to the Finance Office and Controller. As a primary point of contact for parents, employees, visitors, vendors, and other members of the Hope Christian Schools community, this position plays an important role in creating a professional, welcoming, and service-oriented experience.

The Administrative Assistant – Finance must demonstrate a heart to serve others, communicate effectively and professionally, and manage multiple administrative responsibilities with accuracy and attention to detail. This position requires the ability to respond to questions and concerns with patience and empathy, de-escalate challenging situations when necessary, and communicate information in a kind, concise, and effective manner.

As a highly visible member of the Finance Office, the Administrative Assistant – Finance is expected to maintain a polished and professional appearance and demeanor while exercising discretion, sound judgment, and appropriate confidentiality.

Essential Functions:

Customer Service & Communication

• Serve as a primary point of contact for the Finance Office, providing courteous, responsive, and professional assistance to parents, employees, visitors, vendors, and other members of the school community.
• Respond to telephone calls, emails, correspondence, and in-person inquiries in a timely and professional manner.
• Communicate clearly, kindly, and effectively with parents, employees, vendors, and other stakeholders.
• Navigate difficult conversations and assist in de-escalating concerns with empathy, patience, professionalism, and discretion.
• Assist parents, employees, and other stakeholders with general Finance Office questions and appropriately direct matters acquiring additional review, action, or approval.
• Maintain a welcoming and professional Finance Office environment and represent Hope Christian School positively in all interactions.

Administrative & Office Support

• Provide day-to-day administrative support to the Controller and Finance Office.
• Assist with calendars, appointments, meetings, and scheduling as assigned.
• Maintain organized physical and electronic records and filing systems in accordance with school procedures and confidentiality requirements.
• Assist with routine office needs, including maintaining office supplies, equipment, and general administrative resources.
• Monitor office supply needs and place orders as authorized.
• Communicate with vendors and service providers regarding routine administrative matters as assigned.
• Receive, sort, and distribute mail, packages, invoices, and other correspondence received by the Finance Office or school, as assigned.
• Prepare, organize, copy, scan, file, and distribute documents and correspondence as needed.
• Maintain accurate and organized records and complete assigned responsibilities within established timelines.

Finance Office Support

• Provide administrative support for invoicing, billing, payment inquiries, and other routine Finance Office processes as assigned.
• Receive and route invoices, financial documents, payments, and supporting information to the appropriate Finance Department personnel.
• Assist with maintaining documentation associated with established Finance Office processes.
• Respond to routine questions regarding Finance Office procedures and refer financial, accounting, or decision-making matters to the appropriate Finance Department employee.
• Support established Finance Office procedures to promote timely and accurate processing of information.
• Maintain confidentiality regarding financial, employee, student, family, and organizational information.
• Exercise sound judgment and professionalism when handling sensitive information.

Departmental Support & Collaboration

• Communicate with departments throughout the school to support the timely exchange of information and documentation.
• Work collaboratively with Human Resources, Enrollment, Advancement, Operations, and other departments as needed.
• Provide administrative assistance for meetings, training events, and other school activities as assigned.
• Assist the Controller and Finance Department with administrative projects and other departmental needs as assigned.
• Perform other duties and responsibilities as assigned by the Controller or school administration.

Mission & Faith Alignment

• Reflect the purpose of the school, which is to honor Christ in all activities and responsibilities.
• Cooperate with the Board and school administration in implementing policies, procedures, and directives governing the operation of the school.
• Model a mature Christian faith consistent with the school's Statement of Faith.
• Support the mission and values of the school through faithful stewardship, integrity, and accountability.

• Have received Jesus Christ as Savior and Lord.
• Believe that the Bible is God's Word and standard for faith and daily living.
• High school diploma or equivalent required; additional education or training in business administration, office administration, finance, accounting, or a related field preferred .
• Previous experience in administrative support, customer service, office support, or a related role preferred .
• Experience working in a finance, accounting, business, or school office environment preferred .
• Excellent written and verbal communication skills with the ability to communicate clearly, professionally, kindly, and concisely.
• Strong customer service and interpersonal skills with the ability to work effectively with parents, employees, vendors, and other stakeholders.
• Ability to appropriately respond to concerns and assist with de-escalating challenging situations with professionalism, empathy, and discretion.
• Strong organizational and time-management skills with the ability to manage multiple assignments and priorities.
• Strong attention to detail and commitment to accuracy.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office, Google Workspace, and other standard office technology.
• Basic knowledge of billing, accounting, or financial processes preferred.
• Ability to follow established procedures, take initiative within the scope of assigned responsibilities, and collaborate effectively as part of a team.
• Professional appearance and demeanor appropriate for a highly visible, customer-facing position.

Core Competencies

• Customer service
• Professional written and verbal communication
• Administrative support
• Organization and time management
• Attention to detail and accuracy
• Conflict de-escalation and problem-solving
• Confidentiality and discretion
• Collaboration and teamwork
• Professionalism and reliability
• Integrity and servant-hearted service

Work Expectations

• Reports directly to the Controller.
• Provides administrative and customer service support to the Finance Department.
• Serves as a professional and service-oriented point of contact for parents, employees, visitors, and vendors.
• Follows established Finance Department procedures and appropriately refers matters requiring financial review, decision-making, or approval.
• Maintains strict confidentiality of financial, employee, student, and family information.
• Works collaboratively with Finance Department staff and other departments throughout the school.
• Demonstrates professionalism, reliability, responsiveness, and a commitment to excellence.
• Maintains a polished and professional appearance and demeanor appropriate for a highly visible position within the school community.

Perks at Hope Christian Schools, Inc.
HOPE Christian Schools, Inc. cares about our team members and we strive to provide benefits and resources to support their health, work/life balance, and future.

• 95% paid medical premiums, 100% paid dental, vision premiums for full-time employees.
• Medical cost-savings: Health Reimbursement Arrangement
• 100% Employer paid Basic Life
• 403(b) Employer match dollar-for-dollar up to 4% income, 800+ investment options
• Life Insurance and AD&D
• Paid time off

Hope Christian Schools employs Christians who feel called of God to serve in the ministry of educating children based on Biblical standards.