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Administrative Assistant/ Accounting and HR Support

2 months ago

Des Plaines, United States Sterling Labs Full time
Job DescriptionJob DescriptionReports to: Controller
FLSA classification: Non-exempt
Status: Full-Time
Hours per week: 40

Summary
Under direct supervision of the Controller, provides accounting and administrative support, including accounts receivable receipts, invoices, and other financial activities and records for Sterling Labs and its clients, guests and affiliates; processes, records, reviews, and reconciles a variety of financial transactions.

Key Responsibilities
Accounting Support
  • Provide accounting and clerical support to the accounting department of the environmental laboratory.
  • Prepare and scan bills, invoices and other company financial statements to the accounting department for processing.
  • Reconcile accounts in a timely manner, ensuring accuracy in financial records.
  • Enter data of financial transactions in the Laboratory Information Management System (ELEMENT 7) daily.
  • Inform customers of procedures for applying for lab services such as direct deposit of payments and submission of samples.
Administrative Support
  • Prepare invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, databases.
  • Answer phone calls, direct calls to appropriate lab personnel, or take messages.
  • Open, sort, and distribute incoming correspondence, including faxes and emails related to lab operations.
  • Greet visitors and determine whether they should be given access to specific lab personnel or areas.
  • Perform general office duties, such as ordering supplies for the office and kitchen area.
  • Provide clerical support to other departments within Sterling Labs as needed.

HR Support:

  • Assist with scheduling interviews, and coordinating candidate communications.
  • Assist with onboarding and orientation processes for new employees.
  • Help manage employee benefits programs and answer related inquiries.
  • Support the planning and execution of employee events and training sessions.
  • Handle confidential information with integrity and professionalism.

Skills and requirements:

  • Associate’s degree or relevant certification in accounting or a related field.
  • One or two years of experience in clerical accounting.
  • Proven accounting experience, preferably in a laboratory or similar setting.
  • Familiarity with bookkeeping and basic accounting procedures.
  • Hands-on experience with spreadsheets and financial reports.
  • Competency in accounting software, specifically QuickBooks.
  • Proficiency in MS Office applications, such as Microsoft Excel and Microsoft Outlook.
  • Familiarity with Laboratory Information Management System (LIMS) is preferred
Work Environment and Physical Demands
Normally seated, standing or walking at will; normal physical activity including some bending, pushing, pulling, and carrying, which may range up to 50 lbs., upon occasion. Keyboarding and working at a computer monitor for extended periods required. Phone usage, reading, speaking, and listening required.
 

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