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Office Assistant/Customer Service Rep.

3 months ago

Columbia, United States Cleek's Inc. Full time
Job DescriptionJob Description

POSITION: Office Assistant/Customer Service Representative - dual role position 

Monday - Friday 8 AM - 5 PM 

DEPARTMENT: Corporate

NOTE: Statements included in this description are intended to reflect in general the duties and responsibilities of this classification and are not to be interpreted as being all-inclusive. 

An Office Assistant is responsible for 1) greeting visitors and answering phones 2) ordering office supplies and maintaining office equipment 3) managing and maintain a confidential filing system 4) keeping accurate records of banking transactions, 2) auditing remote stores daily paperwork, 3) accounts receivable and accounts payable, 4) compiling and producing financial statements, 5) creating and updating spreadsheets/flow charts 6) conducting in store audits, 7) and learning and assisting Office/HR Manager with all aspects of office tasks. All job duties etc. apply to various Cleek owned entities.

JOB DUTIES: All duties are performed in accordance with established policies and procedures of Cleek’s Incorporated. The President will inform the employee of any changes governing policies and procedures. Management is available for consultation when new or unusual problems arise. The Office Assistant will accomplish all assigned tasks but should focus on the following:

1) Accurate cash accounting

a) Daily update bank balances in checkbooks/Quickbooks.

b) Summarize report for President.

c) Check/verify bank deposits.

d) Analyze cash flows and prepare cash flow projections for all locations.

e) Summarizing cash receipts for stores.

f) Bank reconciliations

2) Accounts Payable

a) Check and verify merchandise received and packing slips/invoices.

b) Post to payable system with proper accounting codes.

c) Pay bills in a timely manner.

d) Track merchandise returns and related credits.

3) Operate the phone system of the corporate office.

a) Answer corporate phones in a prompt and friendly manner.

b) Direct incoming calls to the appropriate corporate office or store staff member.

c) Ensure any written phone messages are distributed to the correct staff member.

4) Create written company correspondence, includes; letters, memos, forms, email, etc.

a) Create effective and grammatically correct written correspondence as directed by supervisors.

b) Organize and track memos distributed to company stores and employees.

c) Develop and distribute forms to support store operations

5) Employee onboarding and terminations

a) Running background checks on prospective employees

b) Setting new employees up in Paycor and Cynergi platforms

c) Ensuring all new employee documents have been completed fully and accurately and employee can clock in/out.

d) Ensuring all terminated employees are updated in Paycor and Cynergi platforms and paper checks are distributed

6) Employee benefits

a) Assisting new employees with benefit onboarding and enrolling in the appropriate health plans

b) Assisting current employees with life events and/or other updates

c) Enrolling eligible employees in our 401(k) plan, submitting bi-weekly payments

d) Terminating employees from health and 401(k) as necessary

e) Assisting with annual open enrollment period and updating policies as necessary

7) Bi-weekly payroll processing

a) Verifying employee time cards for accuracy

b) Ensuring all deductions, garnishments, and bonuses are properly applied

8) Legal referrals

a) Typing, scanning and mailing bi-weekly past due Home Office letters

b) Organizing and scanning files for attorney

c) Other attorney correspondence, as necessary

9) Other Office Duties

a) Order supplies

b) Filing and managing new and current employee files

c) Assist stores with Cynergi System

d) Prepare spreadsheets, flow charts, documents, etc.

e) Process returned checks and credit card disputes

f) Assist with on-site audits of stores

g) Maintaining vehicle registrations, ensuring insurance is up to date

10) Safeguard all confidential information of the company. This includes the Employer’s techniques, proprietary information, trade secrets, systems, procedures, manuals, confidential reports and the identity of customers, suppliers, and other business associates (which are deemed for all purposes confidential and proprietary). By signing this job description, the employee promises to comply with all safeguarding requirements.

JOB REQUIREMENTS:

• Basic knowledge of office administrator responsibilities, systems, and procedures

• Basic knowledge Quickbooks is preferred, but not required, Accounts Payable and Receivable

• Basic knowledge in MS Office and Google Docs

• Hands on experience with office machines (e.g. fax machines and printers)

• Excellent time management skills and ability to multi-task and prioritize work

• Attention to detail and problem solving skills

• Excellent written and verbal communication skills

• Strong organizational and planning skills in a fast-paces environment

• Minimum High School Degree; some college preferred.