Accounting / Office Administrator

Description  

The California Emerging Infections Program (CEIP) is one of ten EIP sites. CEIP is funded by the Centers for Disease Control and Prevention (CDC) and is sponsored by Heluna Health. As part of the EIP network, CEIP has been an invaluable national resource for the surveillance, prevention, and control of emerging infectious diseases. CEIP functions under a cooperative agreement with CDC and is a collaboration among the California Department of Public Health, the UC Berkeley School of Public Health, the UC San Francisco School of Medicine, and multiple Bay Area local health jurisdictions.

The Accounting/Office Administrator provides administrative support to CEIP staff. This individual works under general supervision with moderate latitude for the use of initiative and independent judgment. The Administrator has frequent and continual interaction with the Associate Director, Health Program Manager, Senior Project Accountant, and Organizational Development Specialist.

*Applicant must submit a resume and cover letter for consideration.

If hired for this position, you will be required to provide proof that you are fully vaccinated for COVID-19 prior to your start date or have a valid religious or medical reason qualifying you for an exemption (that may or may not require an accommodation).

“CEIP is on a hybrid work schedule with employees working on a rotation with one week in the physical Oakland office followed by two weeks working remotely. This pattern of one week in, two weeks out will continue.”

ESSENTIAL FUNCTIONS

• General Clerical Functions: receiving visitors, arranging conference calls, scheduling meetings, distributing incoming mail, and preparing outgoing mail including bulk mail, and ordering office supplies.
• Accounting Functions: assisting the Associate Director, Health Program Manager, Grant Manager, and Senior Project Accountant with preparation of budgets and justifications, monitoring SOAs (Statements of Accounts), distributing and maintaining petty cash, processing invoices for payment, and recording and tracking expenditures.
• Event Management: Coordinating CEIP’s annual symposium with the Organizational Development Specialist, including securing venue, tracking tasks, monitoring timeline, setting up and overseeing online registration, preparing all agenda materials and coordinating staff on day of event. In addition, making arrangements for other events such as annual staff retreat and a holiday party.
• Travel Management: Arranging and booking airline flights and accommodations for staff traveling to regularly scheduled conferences and events.
• Contract Management: Tracking subcontract activities, including initiating and making sure contracts are executed, creating and updating tracking log(s), communicating with subcontractors to insure timely invoicing, and processing invoices.
• Grant Renewal: Assisting Associate Director and Health Program Manager with annual grant renewal, including proofreading all documents, creating timeline for Coordinators to stay on track, creating and assembling chapters, sending completed document to headquarters for submission.
• Miscellaneous functions such as assisting in the production of the quarterly newsletter, creating forms, formatting and assembling reports, and serving as building liaison and floor warden in the event of an emergency.

JOB QUALIFICATIONS

• A successful candidate for this position will possess the ability to work concurrently with CEIP staff while managing multiple deadlines and demands.

Education/Experience

• BA/BS desired but not required.
• Two years of experience performing administrative tasks.
• Strong ability and affinity for Microsoft Windows and Microsoft Office. This position requires data entry and expenditure tracking in Excel.
• Excellent interpersonal skills. The ideal candidate will have a demonstrated ability to work with a variety of people representing different interests, organizations, backgrounds, and experiences.
• Polished oral and written English communication skills.
• Ability to multi-task and prioritize projects.
• Visibility of work requires attention to detail, excellent organizational skills, and discretion when dealing with confidential information.

 PHYSICAL DEMANDS

• Stand                                          Frequently
• Walk                                           Frequently
• Sit                                               Frequently
• Handling / Fingering                Occasionally
• Reach Outward                         Occasionally
• Reach Above Shoulder             Occasionally
• Climb, Crawl, Kneel, Bend       Occasionally
• Lift / Carry                                Occasionally - Up to 50 lbs
• Push/Pull                                  Occasionally - Up to 50 lbs
• See                                            Constantly
• Taste/ Smell                              Not Applicable

KEY

Not Applicable          Not required for essential functions
Occasionally             (0 - 2 hrs/day)
Frequently                 (2 - 5 hrs/day)
Constantly                 (5+ hrs/day)

 WORK ENVIRONMENT

General Office Setting, Indoors Temperature Controlled

EEOC STATEMENT

It is the policy of Heluna Health to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.

Heluna Health is an Affirmative Action, Equal Opportunity Employer that encourages minorities, women, veterans, and disabled to apply.

Please include your resume and cover letter with the application.
Apply here: https://recruiting2.ultipro.com/PUB1001PUBH/JobBoard/6705aa07-0bcb-4660-ad1b-2fda952becc7/OpportunityDetail?opportunityId=fe409394-664a-48af-9559-50b0b21698ca