Administrative/Finance Assistant

Job Overview

POSITION: Administrative/Finance Assistant

CLASSIFICATION: Grade 11 ($45,424 – $66,481)

REPORTS TO: Director of Finance and Administration

TYPE OF WORK:

Under the direction of the Director of Finance and Administration, supports program directors and managers to ensure efficient operation of the office.  Assist with a variety of tasks related to organization and communication including answering phones, greeting clients, coordinating meetings, preparing agendas, taking meeting minutes, accounts payable, banking, reporting, and maintaining files.  Responsible for handling confidential and time sensitive material.

DUTIES:

• Handles a wide variety of office and administration responsibilities agency wide.
• Coordinate administrative office operations on daily basis primarily for the Executive

Director and assists other program directors and managers as needed.

• Prepare agendas and minutes for ECIA Executive Committee, ECIA Council, ECIA

Business Growth, HTF, GWL, RTA, CSEI, PEI, ECDC and EIRUSS board meetings.

• Prepare agendas and coordinate regional mayor’s meetings.
• Responsible for all required publications of minutes, agendas, etc.
• Responsible for handling confidential and time sensitive material.
• Type letters and reports, including general text, charts, forms, etc.
• Assist with fiscal year-end reports for all agency programs.
• Prepare housing financial reports for housing board meetings and fiscal year end reports.
• Complete bank reconciliations for ECIA and RTA and any other programs as directed.
• Process accounts payable invoices, maintain vendor files, and do year-end closings for   Business Growth, EIRUSS, CSEI, PEI, GWL and various housing programs.
• Answer the coordinated entry phone as needed throughout the week for CSEI.
• Data entry for CSEI.
• Assist front office administrative staff with answering the telephone and receiving walk-in

clientele as needed.

• Responsible for coordinating meeting set-up, calling/emailing for quorums, arranging, and ordering catering, setting up meeting room, etc.
• Operate office equipment including computer, copy/fax machine, postage machine.
• Perform related work as required.

Minimum Qualifications

• Graduation from high school with Administrative Office training required. Preference given to education credits beyond high school.
• Familiarity with computer software applications such as Windows, Word, Excel and QuickBooks software are preferred.
• Must have the ability to multi-task and work in a fast-paced environment.
• Ability to maintain records and understand financial records and procedures. Knowledge of office practices, equipment and materials.
• Possess valid driver’s license to operate motor vehicle, a clean driving recorder and be insurable under ECIA’s policies.

Desired qualifications:

• At least three years of progressively responsible administrative office experience.
• Experience taking and transcribing meeting minutes in a city, county or governmental setting.

What you get:

• Opportunities for growth and advancement.
• Iowa Public Employee Retirement System (IPERS)
• Medical, dental, vision, and life insurance available.
• Short-term disability insurance.
• Paid holidays, paid time off, paid sick leave.

Culture and Community

• Supportive work culture that encourages professional personal and growth.
• ECIA was voted one of the Best Places to Work in Dubuque in 2023.
• Dubuque is a beautiful Mississippi River community that offers a unique blend of history, recreation and attractions. Dubuque and the surrounding area offer year-round outdoor recreation, a great collection of restaurants and nightlife, and attractions like the National Mississippi River Museum and the Field of Dreams.

ECIA is committed to promoting and supporting a diverse workplace. We are proud to be an equal opportunity employer. Women, minorities, and qualified persons with disabilities are encouraged to apply. Provide your resume by May 25, 2023 to Holly McPherson, director of HR & Program Development at hmcpherson@ecia.org or ECIA, 7600 Commerce Park, Dubuque, IA 52002.

Visa sponsorship is not available for this position.