Administrative Assistant

POSITION DESCRIPTION:

The Administrative Assistant is responsible for providing administrative, clerical, and office maintenance support to the Slusarski team, including answering phones and making phone calls, Accounts Payable and Receivable, coordinating meetings, interacting in person and over the phone with clients, managing office supplies and equipment and completing special projects.

ESSENTIAL JOB FUNCTIONS:

General Office:

• Courteously greets visitors to the office. Answers telephone calls in a professional manner. Takes and relays accurate, comprehensive, dated and signed messages in a timely manner.
• Schedules meetings and appointments, makes phone calls, mails letters and sorts and distributes mail in a timely manner.
• Maintains customer accounts by entering customer information, processing customer payments, and updating changes.
• Manages relevant filing systems.
• Organizes and maintains inventory of office supplies and stock printed material.
• Uses word processing software to create and update miscellaneous memos, forms, and signs to communicate with office staff. Develops spreadsheets. Accurately prepares and updates memorandum, spreadsheets, reports, forms, signs and other documents as assigned. Communicates to staff as requested.
• Photocopies miscellaneous documents as requested
• Develops spreadsheets using the computer.
• Implements office improvements as needed.
• Serves as primary contact person for other staff regarding routine facility and office equipment issues.
• Assists with coordinating office functions (i.e., luncheons, breakfasts, dinners), interviews, special events, gatherings, and meetings.
• Monitors, organizes and keeps work area clean.
• Attends required meetings and training and takes notes as requested.
• Completes special projects and performs other administrative support duties as needed.
• Uses own transportation to perform various errands as needed, including bank deposits.
• Works harmoniously and collaboratively with team members and clients.
• Performs other duties as assigned.

Accounts Payable:

• Creates Purchase Orders, assign PO numbers, document purchases, follow up with invoices.

• Performs data entry of vendor billing statements and invoices, credit card receipts, material slips, etc.

• Verifies billing statement information.
• Maintains vendor contact information, pricing, certificates of insurance.
• Performs Job Cost entries.

Accounts Receivable:

• Performs job set-up activities.
• Maintains job number lists/books.
• Prints job cost reports for billing.
• Prepares invoices for non-contract jobs.
• Computes monthly finance charges and prints monthly statements.

Attributes:

• Knowledge of secretarial/clerical and customer service related to position responsibilities.
• Sufficient knowledge of general business mathematics.
• Proficient in operating a standard desktop and Windows-based computer system, including but not limited to: Microsoft Word and Excel, Email, Internet and basic computer navigation. Ability to use other software as required while performing the essential functions of the job.
• Excellent communication skills in both written and verbal forms, including proper phone etiquette.
• Proficient at prioritizing and able to handle a variety of responsibilities simultaneously with keen attention to detail and accuracy.
• Works harmoniously and collaboratively with staff, clients, and vendors.
• Friendly and customer-service focused.
• Creative, organized and results driven.
• Strong communication and problem-solving skills.
• Ability to work under stress and deadlines.
• Demonstrates professional business practices and ethics.
• Demonstrates knowledge of occupational hazards and safety precautions required in the line of work.

Education/Certification/Licensing/Experience Requirements:

• High School graduate or equivalent; additional education is preferred.
• Must have valid driver's license and acceptable driving record.

Physical Demands and Work Environment:

• Office workspace is on the second floor with no elevator access.
• Involves working in the community and in an office environment infrequently exposed to extreme temperature, noise, fumes, dust, etc.
• Sitting/standing at desk and on computer at least 90% of the time.
• Ability to travel to assigned locations throughout the region on occasion.
• No unusual physical demands or environmental factors.

Current Openings for Administrative Assistant Jobs at Insight HRM