Employment Opportunities

Office of Mission Advancement

Finance Administrative Assistant

Job Title: Finance Administrative Assistant
Employer: Carmelite Sisters of the Most Sacred Heart of Los Angeles
Position Type: Full Time
Mission Statement: To stand in the presence of the Living God, and with Mary, make known to the world the love of the Sacred Heart of Jesus.

Job Purpose: The purpose of the Finance Administrative Assistant position is to provide daily administrative and clerical support to the General Treasurer that ensures smooth financial office operations across administrative, communication and operational functions..

Qualifications and Education Requirements:

High School Diploma with 5 plus years of administrative experience, preferably in finance related.
Must be able to speak and write the English language in an understandable manner.
Attends and participates in continuing educational programs.
Experience with finance and accounting processes, with the ability to understand priorities
Experience with banking including preparing, and documenting deposits with appropriate coding.

Skill and Job Requirements

Detail-oriented, organized professional who values accuracy, consistency, and accountability.
Maintains confidentiality regarding all information shared, received, and accessed in the Finance office.
Must demonstrate high ethical standards and professional conduct.
Must possess leadership ability and willingness to work harmoniously with other personnel.
Possess strong verbal and written communication skills that are clear and concise.
Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
Supports and articulates the mission and values of Carmelite Sisters of the Most Sacred Heart of Los Angeles.
Demonstrates the mission through decision making and actions related to values established in the handbook.
Has a neat appearance and dresses in a professional and modest manner in accordance with the handbook.
Comply with all regulations of the Employee Handbook, Safety IIPP Manual and all other applicable employee and safety policies.
Technical proficiencies required including accounting software and Microsoft suite, particularly excel and word.

Job Functions
The Finance Administrative Assistant provides clerical support to the office of the General Treasurer by managing the calendar, office, paperwork, computer files, incoming mail, outgoing mail, meetings, agendas, and meeting minutes. This position assists the General Treasurer in maintaining a productive work schedule, as well as prioritizing workflow that ensures the ability to meet accountability goals of the finance department. This Finance Administrative Assistant provides support for accounting processes including handling deposits on a daily basis. Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position, or in keeping with the individual’s skills and qualifications.

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position, or in keeping with the individual’s skills and qualifications.

Duties and Responsibilities

Daily opens mail in tandem with a second person following the cash handling policy, logging and safeguarding cash and checks received, sorting invoices to appropriate parties for approval and coding.
Handles government notices and correspondence received promptly by directing the notice to appropriate persons, and, if necessary, notify the General Treasurer.
Records and deposits cash and checks as soon as possible, preferably daily. Prepares deposits with coding as directed.
Maintain organized filing systems (physical and electronic).

Provides permanent file location, organization, and safekeeping. Such as Articles of Incorporation, Bylaws, Trust Deeds, Lease Agreements, Pension Plans, Accounting procedure manuals, organization charts, and internal control documents.
Determines active working file organization. Such as insurance policies, including annual updates and analysis, and teaching contracts and renewals.

Prepare, edit, and format correspondence, reports, and documents.
Schedule meetings, appointments, and conference calls, managing the calendar to provide adequate religious life goals as well as meet General Superior, General Council, and Finance timeline goals.
Prepare meeting agendas, materials, and minutes.
Provides audit materials as requested, such as minutes, contracts, and other documentation.
Coordinate travel arrangements when needed.
Track and manage office documentation and forms. Determine appropriate storage of finance files, specifically corporate documents.
Support special projects and departmental initiatives.
Responsible for organizing and maintaining files in accordance with the record retention policy.
Assistance with maintaining lists of vehicles, tracking registration renewals, maintenance, distribution of DMV tags, insurance, AAA membership and gas cards.
Responsible for filing insurance claims for general liability and other claims.
Assists with completing business and corporate filings.
Maintains and organizes supplies in the office.
Provides schedules as needed utilizing word and/or excel, such as organization charts and flow charts.
Prepares excel schedules summarizing costs, revenues, or any of a variety of factors.
Assists with other basic accounting functions.
May be cross trained to all other accounting functions.
Perform other functions as assigned by Manager.

Working Conditions

Sits and works on computers for extended periods.
Subject to frequent interruptions.
Subject to time constraints, prioritizing multiple tasks and deadlines to be met.

Physical and Sensory Requirements

Must be able to move intermittently throughout the workday.
Must be able to cope with the mental and emotional stress of the position.
Must be able to see and hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of this position can be fully met.
Must function independently and have flexibility, personal integrity, and the ability to work effectively with residents, personnel, support agencies, and outside agencies.
Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such a weight of a minimum distance of 50 feet.
Must be able to sit for extended periods engaged in desk and/or computer work.
Must have hand and wrist coordination for data entry input.

Application Link: Click here to apply

Accounts Receivable Specialist

Job Title: Accounts Receivable Specialist
Employer: Carmelite Sisters of the Most Sacred Heart of Los Angeles
Position Type: Full Time
Mission Statement: To stand in the presence of the Living God, and with Mary, make known to the world the love of the Sacred Heart of Jesus.

Job Purpose: The purpose of the Accounts Receivable (AR) Specialist position is to ensure the organization collects revenue accurately, timely, and in full while maintaining positive customer relationships and supporting healthy cash flow. An AR Specialist is responsible for managing and monitoring customer payments, ensuring invoices are accurate and paid on time, resolving billing issues, and maintaining accurate financial records to support the company’s cash flow and financial stability.

Qualifications and Education Requirements:

High School Diploma with at least 2–4 years of accounts receivable experience, associate degree in accounting preferred.
Excellent skills utilizing Excel for billing/invoicing.
Relevant professional certifications are a plus.
Must be able to speak and write the English language in an understandable manner.
Experience in multi-facility, multi-entity, and a shared services environment.

Skill and Job Requirements

Good public relations and organizational skills.
Ability to work independently as well as in a team with a high degree of accuracy, accept responsibility, and follow through on assignments.
Ability to respond quickly and well to unexpected situations.
Strong problem solving, analytical, and multi-tasking skills.
Possess strong verbal and written communication skills.
Maintain confidentiality regarding information shared, received, and accessed in the finance office.
Ability to comprehend and apply the Policies and Procedures outlined in the Carmelite Sisters Accounting Manual.
Ability to operate standard office equipment including, but not limited to, the computer system and programs, telephone system, fax, copier, scanner, and calculator
Supports and articulates the mission and values of Carmelite Sisters of the Most Sacred Heart of Los Angeles.
Demonstrates the mission through decision making and actions related to values established in the handbook.
Has a neat appearance and dresses in a professional and modest manner in accordance with the handbook.
Comply with all regulations of the Employee Handbook, Safety IIPP Manual and all other applicable employee and safety policies.
Technical proficiencies required including accounting software, Multiview and Point Click Care preferred, and Microsoft suite, particularly excel.

Job Functions
The Accounts Receivable Specialist processes the revenue for corporations assigned. Responsible to record donor contributions (both unrestricted and restricted) in a timely manner. The Accounts Receivable Specialist is responsible for billing as assigned, is timely and accurate, managing the accounts receivable aging to the Days in Accounts Receivable goal.

Duties and Responsibilities

Operates billing platforms such as Point Click Care, Multiview, Excel for Apostolic Centers and Carmelite Sisters as assigned.
Timely and accurately create billing spreadsheets, obtain administrative approval, generate billing, and reconcile revenue, as assigned.
Accurately apply cash receipts to proper payer and proper month of services.
Responsible for follow up on outstanding accounts receivable, send reminders, past-due notices, and gain approval for collection notices. Apply late fees as assigned.
Maintain accurate accountability of accounts receivable outstanding balances. Works diligently to keep all accounts within a 60-day aging period. Any accounts that extend beyond this aging period are to be reported monthly with clear explanations regarding the reason why the account is past due along with a plan of action to collect the monies. Notes are to be maintained within the system for all problem accounts.
Independently identify billing issues, determine the cause of the issues, and resolve the issues.
Contact customers regarding past-due balances.
Send payment reminders and collection notices.
Responsible for accurately maintaining notes in the system for all contact with responsible parties.
Responds to billing questions and correspondence in a timely and professional manner.
Records deposits for multiple corporations in the accounting system, ensure proper coding including additional accounting codes that are assigned such as RST (Restricted RAD), FND (Fundraising RAD), CTR (Center RAD), HEA (Health/Intercompany RAD).
Reviews coding of deposits to ensure accuracy, especially as it relates to the contributions, resolving any questions with the Office of Mission Advancement.
Provides summary revenue information and journal entries to accounting.
Responds to administrator, manager, and department leader inquiries timely and professionally.
Provides support to the accounting team to perform bank reconciliations as assigned.
Perform other functions as assigned by Manager.

Working Conditions

Sits and works on computers for extended periods.
Subject to frequent interruptions.
Subject to time constraints, prioritizing multiple tasks and deadlines to be met.

Physical and Sensory Requirements

Must be able to move intermittently throughout the workday.
Must be able to cope with the mental and emotional stress of the position.
Must be able to see and hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of this position can be fully met.
Must function independently and have flexibility, personal integrity, and the ability to work effectively with residents, personnel, support agencies, and outside agencies.
Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such a weight of a minimum distance of 50 feet.
Must be able to sit for extended periods engaged in desk and/or computer work.
Must have hand and wrist coordination for data entry input.

Application Link: Click here to apply

Accounts Payable Specialist

Job Title: Accounts Payable Specialist
Employer: Carmelite Sisters of the Most Sacred Heart of Los Angeles
Position Type: Full Time
Mission Statement: To stand in the presence of the Living God, and with Mary, make known to the world the love of the Sacred Heart of Jesus.

Job Purpose: The primary purpose of the position is to accurately and efficiently process vendor invoices and other liabilities in accordance with GAAP across multiple facilities. The position must be in compliance with internal controls and standard accounting processes. The accounts payable specialist makes payments according to due date obligations and cash flow under the direction and communication of the accounting manager. The accounts payable specialist is the primary liaison between the finance department and vendor payment communications.

Qualifications and Education Requirements:

High School Diploma with at least 2–4 years of accounts payable experience, associate degree in accounting preferred.
Relevant professional certifications (e.g., Accounts Payable, Nonprofit Accounting, or ERP systems) are a plus.
Must be able to speak and write the English language in an understandable manner.
Experience in multi-facility, multi-entity, and a shared services environment.
Attends and participates in continuing educational programs.

Skill and Job Requirements

Good public relations and organizational skills.
Ability to work independently as well as in a team with a high degree of accuracy, accept responsibility, and follow through on assignments.
Ability to respond quickly and well to unexpected situations.
Strong problem solving, analytical, and multi-tasking skills.
Possess strong verbal and written communication skills.
Maintain confidentiality regarding information shared, received, and accessed in the finance office.
Ability to comprehend and apply the Policies and Procedures outlined in the Carmelite Sisters Accounting Manual.
Ability to operate standard office equipment including, but not limited to, the computer system and programs, telephone system, fax, copier, scanner, and calculator
Supports and articulates the mission and values of Carmelite Sisters of the Most Sacred Heart of Los Angeles.
Demonstrates the mission through decision making and actions related to values established in the handbook.
Has a neat appearance and dresses in a professional and modest manner in accordance with the handbook.
Comply with all regulations of the Employee Handbook, Safety IIPP Manual and all other applicable employee and safety policies.
Technical proficiencies required including accounting software and Microsoft suite, particularly excel.

Job Functions
Reporting to the Accounting Manager, the Accounts Payable Specialist prepares disbursements for companies’ vendors as assigned across multiple corporations and distributes expenses across multiple departments. The Accounts Payable Specialist provides accurate, timely, invoice processing and prepares accounting accruals as requested.

Duties and Responsibilities

Responsible to understand account codes, business units, and basic accounting concepts of expense and revenue matching as well as balance sheet concepts such as prepaid amounts and an amount that is a receivable to one corporation and a liability to another corporation as is the case of due to/from.
For all corporations, ensure invoices are received with proper coding and approval by those authorized, performs follow up as needed on incomplete or outstanding documentation.
For invoices requiring distribution to multiple departments and/or corporations, ensure allocation is current, notifying the accounting manager for any discrepancies.
For all corporations, accurate and timely data entry of accounts payable invoices and check requests.
Maximizes the use of the software to streamline accounts payable processing, enhancing the functionality by following up with learning modules and updates in the software.
Timely prepares check register and accounts payable distributions, on an at least weekly basis per corporation (MCHM, ST, MM, SHRH, CS), ensures all backup of invoices are scanned into the system and available for review.
Provides documentation for weekly cash flow reporting to administrators, may assist in weekly cash flow for corporations assigned.
Prepare manual checks as needed and document in accounts payable.
Produce monthly reports as requested. Reviewing accuracy of coding and amounts to prepare accruals for month end.
Reconcile payments to vendor accounts, resolving invoice discrepancies in a timely manner.
Maintains vendor and contract files.
Corresponds with vendors and respond to inquiries.
Promptly communicates with accountants and other appropriate personnel regarding critical vendors and government related issues.
Manages accounts payable aging for all corporations, ensure that open accounts payable move to close or are deleted.
For new vendors, collects and maintains tax information and requests vendor set-up with the proper documentation, specifically to meet 1099 guidelines.
Maintains all credit cards transactions and monthly reconciliations, as assigned.
Accurately maintains petty cash funds and templates monthly journal entry, as assigned.
Assists in preparing JE templates for gift cards and other AP uploads to the accounting system.
Responsible for processing 1099 timely and accurately, as assigned.
May be cross trained to other accounting functions.

Working Conditions

Sits and works on computers for extended periods.
Subject to frequent interruptions.
Subject to time constraints, prioritizing multiple tasks and deadlines to be met.

Physical and Sensory Requirements

Must be able to move intermittently throughout the workday.
Must be able to cope with the mental and emotional stress of the position.
Must be able to see and hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of this position can be fully met.
Must function independently and have flexibility, personal integrity, and the ability to work effectively with residents, personnel, support agencies, and outside agencies.
Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such a weight of a minimum distance of 50 feet.
Must be able to sit for extended periods engaged in desk and/or computer work.

Application Link: Click here to apply

Accounting Specialist

Job Title: Accounting Specialist
Employer: Carmelite Sisters of the Most Sacred Heart of Los Angeles
Position Type: Full Time
Mission Statement: To stand in the presence of the Living God, and with Mary, make known to the world the love of the Sacred Heart of Jesus.

Job Purpose: Reporting to the Accounting Manager, responsible for assigned processes in billing, accounts receivable, accounts payable, journal entries, balance sheet reconciliations, and various other accounting duties. This skilled team member is cross trained to cover other positions as needed.

Qualifications and Education Requirements:

Bachelor’s Degree or AA in Accounting or related field.
Three plus years of accounting experience, preferably with journal entry, variance analysis, and working with excel schedules.
Thorough knowledge of accounts payable, check processing, and electronic fund transfers.
Thorough knowledge of accounts receivable, recording deposits, and recording revenue in the general ledger.
Understands accounting processes such as accounting period, account codes, departments (business units), and processes that follow GAAP guidelines.
Excellent verbal and written communication skills.
Ability to communicate effectively in English, both verbally and in writing.
Highly proficient in Microsoft software packages, including Excel, Word, and Outlook.
Ability to use other software packages and platforms that automate the accounting and financial reporting process.

Skill and Job Requirements

Ability to work independently as well as on a team.
Ability to respond quickly and well to unexpected situations.
Highly accurate and has an aptitude for detail.
Work well under pressure with dependability, flexibility, and the attitude of a team player.
Communicates as considered appropriate, i.e., verbal, e-mail, written memo; formal reporting provided given context of urgency and materiality.
Strong problem-solving, analytical, and multi-tasking skills.
Maintains confidentiality regarding all information shared, received, and accessed in the Finance office.
Ability to comprehend and apply the Policies and Procedures outlined in the Carmelite Sisters Accounting Manual.
Supports and articulates the mission and values of Carmelite Sisters of the Most Sacred Heart of Los Angeles.
Demonstrates the mission through decision making and actions related to values established in the handbook.
Has a neat appearance and dresses in a professional and modest manner in accordance with the handbook.
Comply with all regulations of the Employee Handbook, Safety IIPP Manual and all other applicable employee and safety policies

Job Functions

Reporting to the Accounting Manager supports the accounting manager and senior accountants in the production of financial reports. Responsible for assigned billing processes, accounts receivable management, bank deposit recording, and accounts payable processes as assigned. Works well with accounts receivable, accounts payable, and accounting team members.

Duties and Responsibilities

For billing processes assigned, prepares billing spreadsheet, timely and accurately, obtains administrative approval, generates billing, and prepares account receivable reconciliations maintaining the days in accounts receivable goal.
For billing residents, responsible for utilizing the Point Click Care System to manage census, post payments, ensure that charges are appropriate, including add on amounts such as level of care or specific billable items, produce billing and manage the accounts receivable maintaining the days in accounts receivable goal.
Maintain accurate accountability of all outstanding balances. Works diligently to keep all accounts within a 60-day aging period. Any accounts that extend beyond this aging period are to be reported monthly with clear explanations regarding the reason why the account is past due along with a plan of action to collect the monies. Notes are to be maintained within the system for all problem accounts.
Independently identify billing issues, determine the cause of the issues, and resolve the issues.
Prepares journal entries for assigned revenue processes, meeting month-end timelines that achieve timely financial reporting.
Process invoices for assigned vendors, specifically intercompany accounts, ensuring that the disbursement allocation is proper and validated. Reconcile payments resolving any invoice discrepancies.
Prepares billing for intercompany invoices, resolving differences between corporations.
Prepares balance sheet reconciliations as assigned, monthly preferred.
Responsible for processing approved payments by due dates.
Prepare manual checks as needed.
Communicate any potential cash flow issues to the accounting manager in a timely manner.
Prepares monthly listing of accruals after closing of accounts payable for accounting journal entry, if needed.
Maintains vendor and contract files on the shared drive, ensuring that payment processing meets the contract guidelines.
Corresponds with vendors and respond to inquiries in a timely manner.
Prompt communication with accounting and other appropriate personnel regarding vendor and/or government related issues.
For new vendors, collects and maintains tax information on the shared file, prepares requests for new vendor set-up.
As assigned, maintains credit card transactions and monthly reconciliations.
Accurately maintains petty cash funds as assigned.
For contributions, reconcile fund by month with advancement for corporations assigned.
Responsible for preparing templates of journal entries for gift cards and health benefits cards, and other journal entries as required.
Prepare and close journal entries in the accounting system as assigned.
Load budgets to the financial system as assigned.
Complete special projects as assigned.

Working Conditions

Sits and works on computers for extended periods.
Subject to frequent interruptions.
Subject to time constraints, prioritizing multiple tasks and deadlines to be met.

Physical and Sensory Requirements

Must be able to move intermittently throughout the workday.
Must be able to cope with the mental and emotional stress of the position.
Must be able to see and hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of this position can be fully met.
Must function independently and have flexibility, personal integrity, and the ability to work effectively with residents, personnel, support agencies, and outside agencies.
Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such a weight of a minimum distance of 50 feet.
Must be able to sit for extended periods engaged in desk and/or computer work.

Application Link: Click here to apply

APPLY ONLINE

Please click here to view all employment opportunities