Finance & Administrative Assistant - Hybrid - Rivia Mind - Mental Healthcare

Job Summary

The Administrative & Finance Assistant is responsible for supporting Rivia Mind's accounting department and performing office management functions. The assistant supports routine accounting activities such as data entry, maintenance of the general ledger, and preparation of various accounting statements and financial reports. This role supports our north star by supporting in-office activities that ensure a positive patient experience and a clean environment. 

Enjoy working in our NYC Office 3 days a week, located at one block from Bryant Park, and two blocks from Grand Central Station. 

Job Responsibilities & Qualifications

Responsibility Composition

50% of the time will be focused on supporting our accounting and finance department with invoice and receipt management, report generation and ad hoc administration tasks

40% of the time will be focused on office management functions, including mail sorting and scanning, office supply oversight, and other office support functions for our NYC location

10% of the time will be focused on ad hoc administrative tasks supporting our office and staff

Responsibilities

Financial Administrative Support

• Collects any incoming invoices and credit card receipts daily from the Accounting Department email and QuickBooks.
• Records, files, and processes all receipts and payments for vendor invoices, ensuring compliance with internal accounting policies, and monitoring payment schedules.
• Segregates invoices and receipts for Rivia Mind and owners' professional corporation accounts accordingly.
• Reviews, codes, and verifies transactions, including billings, invoices, checks, and journal entries.
• Responds to employee and vendor inquiries and assists with researching discrepancies in billings and payments as needed.
• Collaborates with the Accounting Manager to review invoice and receipt transactions, code expenses, and enter them into the Accounts Payable system.
• Generates weekly Accounts Payable Aging Reports for the Accounting Manager to review and approve payments.
• Receives reports, refunds, and other payables from the Revenue Cycle department and enters them into Accounts Payable for payment.
• Reconciles credit card transactions weekly by reviewing credit card activity and matching transactions to invoices and receipts.
• Notifies the Accounting Manager of any missing financial documents and coordinates with credit card holders or vendors to obtain copies.
• Works closely with Payroll and Benefits to gather benefits invoices and allocate benefit expenses by department/division for monthly general ledger journal entries.
• Supports end-of-month financial reporting and assists with closing procedures.
• Performs moderately complex calculations using spreadsheets and software tools.
• Participates in the annual budget process as directed.
• Assists in the preparation of tax documentation and annual reports.
• Ensures upkeep of proper business registration in all States in which we do business
• Contributes to special projects as assigned.
• Conducts routine and ad-hoc process improvements, data research, analysis, and reporting.

Office Management Administrative Support

• Maintains an in-office presence, ensuring the physical office space is clean, well-stocked, and aligned with our commitment to delivering the best patient experience in mental health.
• Sorts and scans mail, ensuring that critical documents are promptly shared with the appropriate recipients at least twice a week.
• Deposits physical checks at the bank at least twice a week.
• Collaborates with the Patient Operations Supervisor, Clinical Operations Supervisor, and Clinicians to manage office space assignments.
• Monitors office supplies and handles restocking as needed to ensure smooth office operations.
• Supports leadership by completing additional ad hoc projects as requested.

General

• Consistently monitors the shared drive and filing of information to remain up-to-date and well-organized for accounting and regulatory purposes. 
• Fosters a friendly work culture that encourages a fun, collaborative, and co-learning environment, promoting individual well-being, self-improvement, and the growth of potential.
• Performs additional role-specific and team function duties as assigned by department and group leaders.
• Ensures timely completion of tasks with a strong focus on prioritization to maintain efficiency and productivity.

Qualifications

Required Education Level: High School Diploma or equivalent.

Education Details: Actively in continued education within Business, Finance, or Accounting preferred

Additional Qualifications, Skills & Attributes

• Vested interest in Accounting and financial services.
• Highly detailed and process-oriented.
• Strong communication and customer service experience
• Ability to accurately and efficiently enter data into computer software and systems.
• Strong math and research skills.
• Proven ability to navigate Microsoft Excel, Google Sheets, G-Suite, and Reporting Functions.
• Experience with QuickBooks a plus but not required.
• Exceptional time management, communication, and problem-solving skills.
• Comfortable working in a remote/telehealth environment.
• Proficient with utilizing diverse technology platforms and systems (Google Suite, company-wide platforms/software, and EHR platforms when applicable).
• Intermediate computer skills and technical aptitude required.

*Job Description Responsibilities and Qualifications are subject to change based on the needs of the Business

Compensation & Employment Details

Pay Range: $45,000 - $50,000

Pay Type: Salary

Department: Accounting

Job Level: Entry

Supervisor: Accounting Manager and COO

Supervisees: NONE

Employment Status: Full Time (40 hours a week)

Minimum Hours: 40

Exemption Status: Non-Exempt

Work Environment: Hybrid : Tuesday, Wednesday and Friday

Work Schedule: Operate on an Eastern Time Zone - Schedule can be 8 am - 4 pm, 9 am - 5 pm, or 10 am - 6 pm.