Administrative and Accounting Assistant

Position Overview

Position duties and responsibilities include providing administrative support to ensure efficient operation of the main office. Supports managers and employees through a variety of tasks related to organization and communication. *This is an 'in-office' position, remote work is not available*

Primary Duties

• Warmly receive visitors at the front desk by greeting, welcoming, directing and announcing them appropriately.
• Receive and sort daily mail. Mail for Finance and Accounting, invoices should be scanned, and checks should be sorted and recorded.
• Answer, screen and forward incoming phone calls.
• Meter the mail.
• Accounts Payable invoices scanned and sent electronically to appropriate personnel.
• Process credit applications for vendors and assist with Accounts Receivable credit applications.
• Scan job and delivery tickets.
• Provide administrative support to human resources department.
• Typing workplace documents, including letters and reports.
• Maintain computer and manual filing systems.
• Handle sensitive information in a confidential manner.
• Take accurate notes at meetings.
• Maintain electronic calendars and book conference rooms for meetings.
• Maintain office supplies and equipment inventory, including checking stock, anticipating needs and ordering.
• Tracking and approval for political contributions.
• Personal assistant to Company President and assist the other company executives with administrative duties as needed.

• This description of duties and responsibilities is intended to indicate the kind of tasks required of the position. It does not limit or exclude other duties not mentioned here but required for the successful completion of the job.

Qualifications & Experience

• Associates degree preferred
• 2-5 years previous experience in a similar position
• Prior administrative experience mandatory
• Excellent Microsoft Office user skills are a must, especially Excel
• Strong attention to detail; must be organized and neat
• Desire to be pro-active and create a positive experience for others

Working Conditions & Physical Requirements

• Must be able to sit for extended periods of time and occasionally move about inside the office to access file cabinets, office machinery, etc.
• Must be able to work in a climate-controlled, office environment.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copier, and computer printer.
  Must be able to see and observe details at close range.
• Must be able to communicate information & ideas so others understand. Must be able to exchange accurate information in these situations.
• Ability to read and write in English to process paperwork and follow up on any actions necessary.
• Manual dexterity is needed for keyboarding and other repetitive tasks.
• Must be able to lift 50 lbs. with assistance.
  
  • The physical demands described above are representative of those that must be met by an employee to successfully perform the primary duties of the job. Reasonable accommodations will be made to enable individuals with disabilities to perform essential functions.