This full-time position is responsible for supporting the daily operations of MLSA’s finance department, coordinating MLSA staff travel, and handling all mail processing, maintenance, and supply needs for the Helena office.
Specific Duties
- Arrange all travel and conference registration for MLSA staff. This may include but is not limited to: rental cars, parking, meals, contracts, hotel reservations, purchasing airline tickets, and other tasks as needed. Coding of these expenses as allowed by funding sources.
-Maintain the Helena office’s vehicles and assist with maintenance for MLSA’s vehicles outside of Helena. This includes, but is not limited to, insurance, repairs, licensing, and vehicle maintenance log.
-Coordinate with contract vendors that provide services to the Helena office, tracking expiration, due dates, supplies and scheduling for recycling and shredding services. Ensure required documentation for these vendors is received.
-Coordinate with landlord on building maintenance issues.
-Organize and purchase office, postage, and printing supplies as needed for all MLSA locations.
-Coordinate with the Manager of People & Culture on Helena New Staff individual work areas to ensure they are clean and have basic office supplies and furniture. This will also include hiring people to put together desks, move furniture, or move spaces for current staff switching offices.
-Coordinate with all MLSA exiting staff on individual work areas to ensure we have all equipment, keys, and basic office supplies after their departure. Verify furniture is in good condition and the area is clean and ready for future staff.
-Maintain and distribute all keys for Helena’s office and vehicles, parking passes for staff.
-Responsible for mail processing for the Helena office; uploading documents into the case management database, recording checks in case receipts log, and delivering mail to intended parties.
-Process and code invoices as chargeable to expense, fund, and program.
-Process check request and perform data entry using appropriate accounting software, printing checks, attaching supporting documentation and organizing for appropriate signers.
-Maintain the grant and contract report filing in the finance department, ensuring all supporting documentation is attached.
-Prepare reports and gather information as requested.
-Local travel as needed to bank, post office, auto repair shop, and other.
-Perform other duties as assigned by your supervisor and the Director of Finance.
Back Up Duties
-Review and analyze the credit card account, including verifying and collecting supporting documentation and entry into Accounts Payable system.
-Maintain vendor files – paper and electronic.
-Other administrative and financial tasks as requested by administrative and management staff, with supervisor approval.
Required Skills & Attributes
-Graduate of accredited high school or equivalent.
-Commitment to bringing social justice, diversity, equity, and inclusion into your day to day responsibilities.
-High level attention to detail.
-Strong organizational skills and effective written and verbal communication skills.
-Ability to work independently, while also taking direction.
-Ability to protect the confidentiality of sensitive information by learning and following all relevant policies and protocols and using sound judgment in the handling and sharing of that information.
-Capacity to learn and adapt to change.
-Demonstrate dependability and initiative.
-A broad knowledge of computer software.
-Willingness to learn and further develop accounting and technological skills and abilities.
-Strong analytical and problem-solving skills. Capacity to follow written and oral instructions carefully.
-Ability to remain composed and helpful in a fast paced, multiple timelines, and high stress environment.
-Prolonged periods sitting at a desk and working on a computer.
-Ability and willingness to work cooperatively and collegially within a decentralized statewide law firm.
Preferred Skills & Attributes
-Two years’ administrative and accounting work experience.
-Advanced skills in Microsoft Word and Microsoft Excel.
-Experience working collaboratively and empathetically with diverse groups of colleagues, firm partners, and clients who have varying cultural backgrounds, perspectives, experience, and expertise.
Please apply on this link: https://montanalegalservices.bamboohr.com/careers/80?source=aWQ9NDA%3D
We are not reviewing applications in any other database in a timely manner.
Equal Opportunity Employer