Finance Operations Associate

Job Purpose:
Provides administrative and operational support to the Finance Department with primary focus on accounts payable and general workflows. Supports day-to-day department operations to ensure efficiency, accuracy and timely service delivery. Exercises initiative and sound judgment while performing responsibilities under general supervision.

Essential Responsibilities:
• Assist Accountant with auditing and approval of credit card expenses to ensure compliance with government laws and regulations and Trust policies
• Serves as a backup to the Accounting Specialist by processing requests for checks & ACH payments and auditing them to ensure compliance with regulations, Trust policies, and the terms of contracts, purchase orders and other agreements
• Respond to inquiries about payments from vendors and Trust staff
• Monitor designated shared inboxes and responds or route messages appropriately
• Oversee the Finance Help Desk ticketing system to ensure timely assignment of tickets to the appropriate teammate. Collaborate with the IT department to resolve issues or implement improvements
• Maintain CRM/Contact Database to ensure accurate and current information
• Assist in preparing memos and reports
• Circulate and track documents for electronic or wet signature and track completion
• Support scheduling of meetings, prepare materials for meetings, including PowerPoint presentation and agendas, and coordinate ordering food/refreshments
• Attend various meetings to record minutes
• Assist with certain transaction processing for the Investment Department
• Build and maintain various spreadsheets
• Maintain the Finance intranet site/tile

Other duties:
• Contribute to the Trust’s success by accepting new assignments, helping team members, learning new skills, and striving to improves team and organization results.
• Other duties as assigned by supervisor

Qualifications:
• Strong interpersonal skills that contribute to a collegial working environment
• Self-starter who takes initiative, prioritizes with minimal supervision, and works independently, as well as part of a team
• Excellent organizational and planning skills with demonstrated ability to create structures to effectively manage personal and team deliverables
• Demonstrated ability to speak and write in succinct, informative, and friendly manner such that content expectations and timelines are clearly understood by audience
• Ability to thrive in a fast-paced environment and is both quick and meticulous, and puts emphasis on accuracy and quality, and strives for continuous improvement
• Ability to adapt well to changes and ambiguity
• Ability to manage multiple priorities from a variety of sources; prioritizing effectively to impact areas of greatest need and meet deadlines
• Commitment and strong alignment to the mission of the Trust
• Commitment to work collaboratively and respectfully toward resolving obstacles and/or conflicts
• Associates or Bachelor’s degree and a minimum of three years of general administrative/clerical experience; or an equivalent combination of education, experience and training.
• Proficiency in Microsoft Office program required (Word, Outlook and Excel).
• Needs to have interest in technology and various platforms and operating systems used by the Trust and ability to maintain up-to-date knowledge of interaction of all software resources.

Job Competencies:
This position requires someone who is self-motivated, well organized, detail oriented, collegial and able to function under pressure-- and handle multiple assignments simultaneously. The position is also well-suited to someone who thrives in a fast-paced environment and is both quick and meticulous, and puts an emphasis on accuracy and quality, and strives for continuous improvement. This position requires someone who takes initiative, works with minimal supervision and works independently, as well as part of a team. Rapid internal changes in the organization require a candidate who is flexible and adapts well to changes and ambiguity. In addition, the position will also be suited to candidates who quickly embrace new technology and processes, are willing to work with others to gain knowledge, shares knowledge willingly with others, and are strongly aligned with the Trust’s mission.

Organization Competencies:
• Alignment with Queen’s legacy: Understanding and appreciation of Queen Liliʻuokalani’s story, her legacy and the Hawaiian Culture is foundational to staff’s commitment to working with our Hawaiian children, families and communities. Demonstrates respect for and appreciation of Hawaiian values history, and culture, understanding its implication in one’s work, in fostering meaningful relationships, and in embrac