Office Assistant

Description

Organizational Overview 

Meals on Wheels of Rhode Island (MOWRI) is a mission-driven organization dedicated to meeting the nutritional, safety, and social needs of Rhode Islanders so that they can maintain healthy and independent lifestyles. We believe food is medicine and that access to nutritious, appropriate meals and education plays a vital role in health, disease management, and overall well-being.

Summary 

The Office Assistant supports the day-to-day operations of the Finance Department to maintain accurate records for analysis and reporting purposes. It also assists with related functions when needed such as customer service, data entry, and general office administration. This is a full-time, hourly position; Monday through Friday with core hours of 8:30 am - 4:00 pm; evenings and weekends as needed during high volume periods with advance notice provided.

Essential Duties and Responsibilities

· Provide administrative support to the Finance Department by maintaining accurate donation records and acknowledgement letters across designated systems and filing platforms

· Assist with revenue processing by entering gift information, preparing deposits, reconciling transactions, and reporting activities

· Perform daily banking functions, including reviewing bank activity for any alerts or notifications

· Serve as a point of contact for clients, donors, vendors, and staff by responding professionally and promptly to inquiries related to payments, donations, invoices, and departmental processes

· Support accounts payable and accounts receivable activities by submitting invoices, assisting with payment tracking, monitoring outstanding balances, and maintaining organized records.

· Assist with monthly financial reviews and reconciliations by gathering supporting documentation, researching discrepancies, and preparing information for departmental review

· Maintain contract and procurement records including W9s, vendor agreements, insurance certificates, and ACH forms 

· Coordinate with team on ordering activities, tracking internal expenses and documentation reporting 

· Support compliance and record-retention efforts by organizing financial and administrative records, maintaining filing systems, and preparing documentation for audits and reporting requirements.

· Assist the Finance Coordinator with scheduling, calendar management, and the coordination of key departmental deadlines.

· Provide administrative support to the Finance Committee by serving as notetaker and preparing meeting minutes

· Perform general clerical and administrative duties, including data entry, document preparation, correspondence management, record maintenance, and other duties as assigned to support the efficient operation of the Finance Department

Requirements

Knowledge, Skills and Abilities

· Commitment to Meals on Wheels of RI’s mission & values 

· Ability to manage multiple projects and adjust workflow as needed to meet deadlines and goals 

· Attention to detail and accuracy in recordkeeping and documentation

· Timely communication between supervisor and other internal team members

· Ability to work independently 

· Proficiency in Excel

· Strong communication skills with external clients and customers

· Excellent organizational skills (both digital and physical)

· Proficiency in Microsoft Office Suite 

· Valid driver’s license & reliable transportation

Education and Experience

· 1-2 years of experience in administrative support, bookkeeping, or related experience

· High school diploma or equivalent

· Associate degree in Business Administration, Finance, Office Administration, or a related field preferred

· Clear results of a background and motor vehicle record check

Work Environment

Work is performed in a building. The noise level in the work environment is usually moderate and the environment is sometimes fast paced. Protocol for safety and security is a priority. Occasional work after normal business hours. Must be able to drive to other locations such as external meetings, within the state.

Physical Demands

While performing the duties of this job, the team member is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands; balance, stoop, kneel or crouch; and talk or hear. The team member must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.