Administrative Assistant (Accounts Payable) - El Paso Center for Children

Administrative Assistant(Accounts Payable) 

Summary: The Administrative Assistant (Accounts Payable) is a highly flexible and adaptable staff member 
who can multitask and respond quickly to changing needs to support the Administration team. Perform 
accounting and clerical duties related to the efficient maintenance and processing of accounts payable 
transactions. 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. 

Primary Duties and Responsibilities
• Assists in greeting customers and screening phone calls and routing callers to the appropriate party.
• Assembles, reviews and verifies invoices and check requests.
• Flags and clarifies any unusual or questionable invoice items or prices.
• Sorts, codes and matches invoices.
• Sets invoices up for payment.
• Enters invoices into Abila Accounting system.
• Tracks expenses and processes expense reports.
• Prepares and processes electronic transfers and payments.
• Prepare and perform check runs.
• Post transactions to journals, ledgers and other records.
• Reconciles accounts payable transactions.
• Prepares analysis of accounts.
• Monitors accounts to ensure payments are up to date
• Researches and resolves invoice discrepancies and issues.
• Corresponds with vendors and responds to inquiries.
• Produces monthly reports.
• Assists with month end closing.
• Provides supporting documentation for audits.
• Maintains accurate historical records.
• Maintain confidentiality of organizational information
• Handles special administrative projects as well as overflow work from department and Center 
programs.
• Participates on the Performance and Quality Improvement processes in the agency. 
• Adheres to accreditation standards (as developed), licensing standards, and other policies/regulations.
• Maintains the “front office” space in program assigned, ensuring the area is neat and welcoming for 
visitors and it is always ready for daily operations within business hours (8:30 am to 5:30 pm) and/or 
as requested by supervisor. Schedule can be rearranged per supervisor request based on agency needs.
• Maintains confidentiality regarding all agency business and/or documentation.
• Runs errands as needed.
• 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 equivalen and two years of experience working as accounts payable. 
• Ability to read, write, and speak Spanish and English is preferred.
• Exceptional computer skills, including proficiency in the use of the Microsoft Office Suite of business 
applications: Word, Excel, and PowerPoint.
• Good time management, organizational, and interpersonal skills, and ability to communicate effectively 
with individuals from all walks of life. 
• 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.
This job description has been approved by all levels of management.

Salary: $15.00 per hour

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