Entry Level Accountant

4 weeks ago

Milwaukee, United States AMTC & ASSOCIATES LLC Full time

**SUMMARY**:
Coordinates, oversees, and/or performs a wide variety of administrative, accounting and program support activities for a small office located in Milwaukee, WI with a team of 25+ associates and clients working and providing services in various parts of the country. Serves as the primary point of operational and administrative contact for internal and external contacts often on confidential issues. Provides staff support services to the office and oversees and/or participates in the coordination and completion of special projects and/or events. Maintains the agency’s SharePoint system and serves as primary liaison to the contracted IT firm. Supports the Director of Finance with various reconciliations, purchase and payment requests, collecting and tracking of timesheets, and other tasks as assigned. Provides support of travel planning for AMTC staff and the Principal.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**
- Provides confidential administrative support for the principal executive, including managing the schedule/calendar, making travel arrangements, screening and handling telephone communications, and dealing with administrative problems and inquiries as appropriate.
- Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes meetings, conferences, and other special events, as required, including the preparation of professional materials such as name tents, name badges, agendas, presentations.
- Serves as primary IT contact with contracted IT firm and trains staff on the effective use of Office 365 and the office’s SharePoint system. Is proficient in electronic storage and safeguarding of files.
- Organizes bi-weekly agenda for team meeting. As well as takes, saves and disperses meeting notes.
- Creates and updates trackers in excel to coordinate and manage hardware, software and subscription renewals.
- Prepares mailing lists and through mail merge, sends mailings to outside contacts.
- Gathers, enters, and/or updates data to maintain AMTC shared contact lists in Excel.
- Sends electronic cards and gift cards on behalf of Principal, including holiday gifts and cards.
- Works in close liaison with the Director of Finance and Administration (DOF) with regards to invoices, payments, and AMEX charges and reconciliation.
- Manages and tracks expense reports and reimbursements.
- Allocates monthly credit card charges to grants and to correct GL accounts for financials for DOF (by month).
- Reconciles and identify discrepancies of monthly credit card charges for monthly credit card payment with collection of all receipts (by statement date).
- Reconciles and identify discrepancies of administrative invoices to submit to DOF for payment (i.e. copier, supplies, IT firm invoices, subscription invoices, etc.).
- Collects, reviews and tracks semi-monthly timesheets prior to payroll submission date (this includes filling out the Principal’s timesheet). Submits hourly employees’ time to DOF.
- Collects drivers’ licenses, proof of insurance, emergency contact updates, etc. annually for DOF/HR files.
- Updates expense reimbursement, purchase request, request for payment, travel request and other miscellaneous forms.
- Prepares bank deposits and makes deposits when DOF is out of the office.
- During busy times, assists DOF with tasks such as AP, invoicing, statements when necessary.
- Assists in the coordination, supervision, and completion of special projects as appropriate.
- Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, purchasing, and related activities.
- Serves as liaison with building management to address facilities-related issues and lease renewal.
- Performs miscellaneous job-related duties as assigned.

**QUALIFICATIONS**
- Bachelor’s degree or Associate’s degree with at least 5 years of relevant accounting, office systems and IT experience.
- Excellent knowledge of Office 365, including SharePoint, Excel, Outlook, Word, Excel, and PowerPoint. QB experience desired, but not required.
- Knowledge of supplies, equipment, and/or services ordering and inventory control.
- Knowledge of financial procedures, reports and reconciliations.
- Precise and detail oriented.
- Ability to handle sensitive, confidential information.
- Strong interpersonal and communication skills.
- The ability to work effectively with a wide range of constituencies in a diverse community with varying social, political, religious and cultural perspectives.
- Proficient in electronic storage and safeguarding of files.
- Ability to multitask with ease.
- Knowledge of virtual office management principles and procedures.

**OTHER SKILLS AND ABILITIES**
- Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in the area o

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