Administrative Assistant Accounting

ESSENTIAL DUTIES & RESPONSIBILITIES

General description of main/primary duties and responsibilities of the job, aptitude, level of complexity, span of control, autonomy, decision making and judgement.  It is central and necessary to the satisfactory performance of the job. Includes the following and other duties as assigned.

Under general supervision this position will:

• Collect and reconcile monthly credit card statements with original invoices. Work with Office Coordinators to collect missing receipts. Distribute reconciled statements to G&A AP clerk for scanning and coding. 
• Responsible for approvals of invoices in Open Invoice that have been previously approved on paper, for example expense reports, manual check requests etc. Verify that the original signature matches approver and that approver has proper level of approval authority.
• Utilize Word processing, spreadsheets, multi-media presentation, and database software to prepare reports, memos, presentations, charts, and other documents.
• Assist in the preparation of meeting materials and presentations. Review and check for mistakes, correct calculation, spelling and other grammatical errors. Format documents for professional presentation to upper management.
• Prepare, send, and receive mail, ship courier parcels, and maintain shipping related receipts.
• Assist with tracking invoices, preparing expense reports, data entry, manage filing, and receipt of confidential and proprietary information.
• Perform other duties as assigned.

QUALIFICATIONS

Education, Experience, Licensure (minimum level required)

• High School Diploma or equivalent.
• At least two (2) years of experience in a professional office environment in an administrative, clerical or customer support role.

CORE COMPETENCIES

List and describe the required factors (i.e. knowledge, skills, abilities, software programs), that are needed for this role.

• Working knowledge of Microsoft Office Suite including MS Word, Outlook Calendar, PowerPoint, Access, and Excel, and basic use/operation of standard office and shipping equipment.
• Thorough understanding and application of multi-media software.
• Good written and verbal communication skills with the ability to use correct grammar, punctuation, and spelling. Effectively speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques.
• Able to maintain high level of confidentiality and discernment.
• Ability to be self-motivated and work independently with general supervision.
• Good customer service skills applied to all levels from customers to executives.
• Good time management and organizational skills. Able to set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information, and activities.
• Demonstrate and understand ethical and professional behavior, business practices, and ensure own behavior and the behavior of others are consistent with these standards and values.

SUPERVISORY RESPONSIBILITIES

• Functions as an individual contributor with additional responsibilities to oversee contractors at the location.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Excludes occasional visitation to the field – reference Travel section.

Office Related:

• Job is primarily performed in an office setting with exposure to computer screens and requires regular use of a computer, keyboard, mouse, and multi-line telephone system.
• The noise level in the work environment is usually quiet.
• Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.

HOURS / SHIFTS

• Regular business hours.

PHYSICAL DEMANDS

• Frequently required to sit, stand, walk, and reach with hands and arms.
• Regularly, lift, push, carry and/or move up to 10 pounds.
• Minimally be able to bend, stoop, crouch, etc.

TRAVEL

Approximate amount of time.

• No travel required.

The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job.

Summary of Available Benefits*: 

• Health Care eligibility including Medical & Prescription, Dental and Vision coverages
• Health Savings Account (HSA), Dependent Care FSA and Dependent Care FSA match
• Employer Paid Insurance: Basic Life and AD&D (employee, spouse, child), Short-Term and Long-
   Term Disability Coverage
• Voluntary Insurance: Life and AD&D, Accident, Long Term Care, Critical Illness, Hospital Indemnity, Pet Insurance, Legal Services
• Employee Assistance Program (EAP)
• 401(k) with employer matching
• Student Loan Repayment Reimbursement
• Vacation, Personal Choice Days (PCD), Sick Time
• Paid Parental Leave
• Company paid Holidays
• Wellness Reimbursement
• Subsidized Parking and Public Transportation
• Financial Well-being Program
• Professional Membership Reimbursement
• Employee Discount Programs

*Benefits eligibility is dependent on the employee's job classification.  Effective date is the first of the month after the event date or the first of the month if the event date is the first of the month.

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