Finance Administrative Assistant

Description

THE COMMUNITY EDUCATION BUILDING

The Community Education Building (CEB) is a nonprofit organization that envisions a world where families thrive, and students succeed regardless of their race or zip code. An innovative co-location and shared services model focused on supporting the entire family, CEB offers vibrant programs and support systems that provide a sound foundation for each student. It serves as a hub for families by offering services such as healthy meals, life coaches, and mental health services. This model leads to deeper family engagement in their child’s learning and allows schools to focus on teaching and learning, not operations and overhead. Serving over 1,500 students of color attending school in Wilmington’s central business, CEB is an educational ecosystem that holistically integrates programs and resources for students and their families, ensuring that every student has an equitable opportunity to succeed.

POSITION SUMMARY

The Community Education Building (CEB) is seeking a friendly, dependable, and detail-oriented Finance Administrative Assistant to provide administrative, operational, and financial support to the Chief Financial Officer (CFO) and Finance department while helping ensure efficient day-to-day office operations. This full-time, benefits-eligible position coordinates office functions, maintains accurate records, supports financial processes, and facilitates communication among employees, tenants, vendors, leadership, and external partners. The role also serves as the primary point of contact for visitors and external inquiries, provides front-desk coverage, and supports routine office needs under established procedures. The ideal candidate combines strong organizational and customer-service skills with sound judgment, discretion, and the ability to manage multiple priorities independently and collaboratively.

Requirements

PERSONAL TRAITS AND STRENGTHS

• Warm, professional, and customer-service-oriented, with strong interpersonal skills.
• Highly organized and detail-oriented, with a logical, thoughtful approach to work.
• Dependable and punctual, with strong follow-through and accountability.
• Self-motivated and able to work independently while contributing to a team.
• Flexible and calm under pressure, with the ability to adapt to changing priorities.
• Discreet and trustworthy, with sound judgment when handling confidential or sensitive information.
• Demonstrates personal values aligned with CEB values.

KEY SKILLS AND EXPERIENCE

• Minimum of 2 years of experience in similar administrative or office-support positions, or comparable training.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and maintain accurate records.
• Strong written and verbal communication skills, including professional telephone communication and visitor assistance.
• Experience building effective working relationships with employees, tenants, parents, visitors, vendors, and delivery and service personnel.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Comfort working with financial information and supporting administrative and financial processes.
• Strong data-entry and recordkeeping skills, with close attention to accuracy.
• Ability and genuine interest to learn and effectively use financial, accounting, document-management, and other organizational systems and technologies.
• Strong problem-solving and critical-thinking skills, including the ability to analyze information,
• identify discrepancies and follow issues through to resolution.
• Ability to identify process improvements and implement efficient workflows within established procedures.
• Ability to coordinate office functions and communicate effectively with the CFO, Finance department, organizational leadership,
• and external partners.

KEY ROLES AND RESPONSIBILITIES

Finance and Records Support

• Oversee receipt, coding, and routing of invoices for approval, ensuring proper documentation, accurate coding, appropriate approvals, and timely processing.
• Maintain organized electronic and physical records of invoices, purchase orders, receipts, and other Finance and administrative documentation.
• Assist the CFO with accounts payable and accounts receivable administrative processes as needed.
• Prepare reports, spreadsheets, correspondence, and other materials for the CFO and Finance department.
• Gather information and documentation for audits, financial reviews, grant reporting, and other organizational requirements.

Executive Support to the CFO

• Provide administrative support to the CFO through calendar management; coordination of meetings, appointments, and conference calls; correspondence; and document preparation.

Front Desk & Visitor Management

• Greet visitors courteously and professionally determine the purpose of each visit, and direct guests to the appropriate location or staff member.
• Serve as the primary point of contact for external inquiries, answer and route incoming phone calls and general email inquiries, and track and route urgent calls or messages appropriately.
• Follow established building access and security protocols.
• Coordinate basic facilities requests, including repairs, cleaning, and room setup, and liaise with vendors and service providers for routine office needs.
• Maintain voicemail greetings, front-desk messaging systems, internal contact lists, and directories.

Back Office Support

• Maintain neat and welcoming reception and common areas
• Sort and distribute incoming mail and deliveries
• Assist with conference-room scheduling and setup using shared calendars.
• Monitor office and hospitality supply levels and notify appropriate staff when replenishment is needed.
• Monitor copier and office equipment needs and supplies and report issues to appropriate staff.
• Support the execution of CEB events and special projects as needed.

Culture and Professional Presence

• Represent the organization’s values and professionalism as the first point of contact and support a welcoming, inclusive, and organized office environment.

EDUCATION AND QUALIFICATIONS

• High School Diploma.
• Minimum of 2 years of experience in similar administrative or office-support positions, or comparable training.
• Customer service training is preferred.
• Must pass a criminal background check.
• Reliable transportation.
• Bilingual Spanish/English preferred.

EQUAL EMPLOYMENT OPPORTUNITY

The CEB is an equal opportunity employer. We will extend equal opportunity to all individuals without regard to race, religion, color, sex, national origin, disability, age, genetic information, or any other status protected under applicable federal, state or local law. Our policy reflects and affirms the CEB’s commitment to the principles of fair employment and the elimination of all discriminatory practices.