Administrative Assistant Accounts Payable

1 week ago

Hummelstown, United States Enerfab Full time
Title: Administrative Assistant Accounts Payable
Division: Enerfab Eastern Region
Reports to: Vice President
Location:Hummelstown PA

The Administrative Assistant Accounts Payable is responsible for providing a variety of accounting and administrative tasks to support the efficient operations of the office. They will be responsible for managing accounts payable functions and providing general administrative support to ensure the smooth operation of our office. The ideal candidate will be detail-oriented, highly organized, and capable of multitasking in a fast-paced environment.

Accounts Payable:
  • Enter vendor invoices into accounting system in an accurate and timely manner.
  • Ensure proper job and general ledger coding, approvals, and documentation for all invoices.
  • Respond to vendor inquiries regarding payments and resolve discrepancies.
  • Create and maintain new vendor accounts, including obtaining required forms and documents.
  • Process check runs account to payment terms.
  • Identify and contribute to improve AP process and controls.
  • Credit Card Reconciliation
  • Reconcile monthly credit card statements by verifying transactions and reconciling activity
  • to individual transactions.
  • Review and post individual credit card transactions to ensure proper job and general ledger coding and reconcile to supporting documentation.
  • Investigate and resolve any discrepancies or fraudulent charges.
  • Insurance Coordination
  • Maintain vendor compliance with our insurance requirements by reviewing policy limits, coverages, and expirations.
  • Manage certificates of insurance from our insurance broker for new customers and assist in distribution of new certificates upon renewals.
Office Support:
  • Assist with various office projects and tasks as assigned.
  • Primary coverage for front desk reception and other administrative duties.
  • Maintain office supplies inventory and place orders as needed.
Qualifications:
  • Minimum High school diploma or equivalent; additional qualifications in office administration, accounting, or related field is a plus.
  • Qualified applicants for this position shall possess a minimum of 1-3 years of direct experience in Accounts Payable/Accounting and/or Office Administration.
Other desired key traits:
  • An ability to produce a high-volume output while maintaining an attention to detail.
  • Strong personality and ability to communicate in a professional manner.
  • Strong organizational skills with an ability to prioritize and multi-task.
  • Proven ability to manage critical deadlines.
  • Ability to effectively communicate with Vendors and Team Members.
  • Understanding of handling of sensitive and confidential information with a high level of discretion.
  • Intermediate Excel, Word, Outlook, and Adobe based software skills.
  • Flexibility to adapt to changing priorities and responsibilities.
  • Willingness to learn.
  • Active Notary is a plus.

WORK ENVIRONMENT AND EXPECTATIONS:
  • Job duties are performed mainly within an established office environment under normal lighting and climate-controlled tolerances. The noise level in the work environment is usually low to moderate.
  • Requires a consistent physical presence at the office to oversee shared services functions and employees, normally achieved by working standard business hours. Certain positions will require flexibility of working hours to meet the demands of the job and the direction of the manager.
The work environments are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL REQUIREMENTS
  • Prolonged periods of standing and walking.
  • Requires lifting, positioning, pushing, and/or pulling.
  • Prolonged periods sitting at a desk and working on a computer.
This job description does not constitute a written or implied contract of employment. This job description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job. Furthermore, the employer reserves the right to revise or change job duties and responsibilities as the need arises.

Enerfab is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or status as a protected veteran or any other protected class under federal, state, or local law.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Applicants must be authorized to work for any employer in the U.S.

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