Principal Responsibility: The Business Office Manager provides general office support with a variety of clerical tasks, including assisting with the coordination of office services, files, auction contracts, and documentation, oversees certain accounts payable tasks, including pay or credit invoices, manages administrative staff, and provides administrative support to APAA.

Position is: Salary, exempt Position Reports to: CEO, COO

Position Supervises: Administrative staff

Position Supports: CEO, Executive Team, Auction Managers, Department Heads

The Business Office Manager is Responsible For:

• Collects payment for unpaid invoices and updates invoice fees and statuses in auction management software.
• Ensuring that clients are promptly notified of the status of their inventory in newly posted auctions and assisting in correcting any discrepancies.
• Oversees processing of auction invoices into paper and electronic accounting systems.
• Interfaces with clients and customers on past due or incorrect invoices.
• Maintains accounts payable report spreadsheets for each auction.
• Answers client and customer inquiries and questions.
• Files, copies, and scans documents into an organized company online drive file sorting database.
• Assist with and direct administrative staff with miscellaneous clerical duties and special projects.
• Prepares and modifies documents, including correspondence, reports, drafts, memos, and emails.
• Assist the Department of Motor Vehicles (DMV) Manager and Federal Firearms License (FFL) Manager in maintaining proper documentation in accordance with local, state, and federal regulations.
• Supports APAA with miscellaneous tasks.
• Notarizes documents related to auctions.
• Works in a constant state of alertness and in a safe manner.
• Maintains current working knowledge of online auction resources.
• Welcomes and assists visitors to the office; queries visitors and directs them to appropriate staff or offices.
• Receives and routes mail and deliveries to appropriate staff.
• Performs basic housekeeping duties in the reception lobby and administrative office.
• Performs other duties as assigned.

Supervisory Responsibilities

• This position supervises staff assigned to the administrative office.
• Is responsible for overseeing department scheduling, reviewing leave requests, and attendance tracking.
• Observe, review, and evaluate the work performance of department staff.

Knowledge, Skills, & Abilities

• Excellent organizational skills with the ability to confidentially process and maintain data with attention to detail.
• Strong administrative and electronic communication skills, professional phone skills, and mobility to perform related tasks.
• Basic understanding of accounts payable, accounts receivable, and general invoicing best business practices.
• Proficient technical writing skills to effectively draft emails, memos, and correspondence for internal and external communication with staff and customers/clients.
• Ability to demonstrate strong computer skills, ability to learn different software programs, and proficient typing skills.
• Able to prioritize and plan work activities; use time efficiently; plan for additional resources; set goals and objectives; develop realistic action plans.
• Ability to meet attendance requirements; ensure work responsibilities are covered when absent; arrive at meetings on time.
• Ability to maintain a positive, supportive, solution-focused attitude.

Minimum Qualifications

• High school diploma or GED equivalent.
• An Associate's degree in Accounting, Business Administration, or a related field from a two-year college, vocational school, or technical school are preferred, but not required.
• Minimum of one year of accounts payable experience and/or training are preferred, but not required.
• Proficiency in MS Office and/or Google Workspace Applications.
• Prior supervision experience is preferred, but not required.
• Valid Alaska Drivers license
• Ability to pass a background and reference check.
• Ability to become a Notary in the State of Alaska.

Working Environment

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. APAA is a locally grown and Alaskan-owned small business that maintains high standards within a fast-paced environment that requires regular attendance and attention to multiple ongoing tasks that may overlap. Occasional overtime is required.

Job Type: Full-time

Benefits: 401(k)

401(k) matching

Employee Assistance Program

Employee Discount

Paid Time Off

Paid Holidays

Professional Development Assistance

Referral Program

Non-Employer Funded and Voluntary Supplemental Health Benefits

Schedule: M-F, 9a-6p, 1-Hour Unpaid Break for an 8-Hour Shift

Experience: Supervisor for one year (Preferred)

Accounts payable for one year (Preferred)

MS Office/Google Workspace applications for one year (Preferred)

General Expectations

• All client materials and information will be held strictly confidential outside the company.
• All telephone calls and correspondence, both internal and external, will be returned within one business day and within two hours whenever possible.
• All employees are responsible for utilizing company technology accurately to leverage online resources and further our competitive advantage in the market.
• Every member of the team is responsible for bringing solutions to the table; we never present a problem without a recommendation for its resolution.
• Each member of the team is responsible for the relationships we have with our clients; attention to the client experience is always top of mind.
• Employees will provide staff assistance as requested, with a spirit of helpfulness. This means each employee may be asked from time to time to cover in other departments as a matter of exception, not routine.
• Employees are encouraged to recommend ideas for the betterment of the company, innovations, and improvements within their department and position.

Job Type: Full-time

Pay: $22.00 - $26.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Employee assistance program
• Employee discount
• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Overtime

Work Location: In person