Administrative Assistant (CONTRACT-TO-HIRE)

You are an Administrative Assistant for the Finance / Accounting dept. that plays a vital role in ensuring the smooth operation of the finance and billing departments by providing comprehensive clerical and administrative support.

This position encompasses various responsibilities including file maintenance, mail preparation, check distribution, and general office management tasks.

This position pays : 25-27 / hr

Location : Fremont (on-site)

What you will be doing :

Office Management :

• Manage day-to-day operations of the finance and billing offices, including mail distribution, supply management, and coordinating maintenance requests.
• Schedule and organize meetings, ensuring conference rooms are set up appropriately.
• Procure supplies for finance and billing staff.
• Maintain office equipment such as postage meters, copiers, and printers.
• Handle mail preparation and copying tasks efficiently.

Finance / Accounting Support :

• Monitor and manage rush purchase orders, addressing inquiries promptly.
• Sort, distribute, and mail checks, while maintaining an updated distribution list.
• Safeguard undistributed checks securely.
• Assist with scanning invoices and bills for accounts payable.
• Support accounts payable team in vendor communication and inquiry resolution.
• Prepare ledgers and provide check status updates to staff.
• Assist with gathering audit documentation as required.
• Act as a liaison between accounting and other departments.
• Provide administrative assistance to accounting staff and undertake special projects as needed.

Billing Support :

• Retrieve check backups as requested and ensure timely invoicing.
• Conduct PO status research and facilitate rush PO communication.
• Collaborate with program, billing, and accounting teams effectively.
• Offer administrative support to the billing department and contribute to special projects.

What you bring :

• Three years of administrative experience, preferably in finance, accounting, or billing.
• Understanding of confidentiality protocols.
• Strong oral and written communication skills.
• Exceptional organizational and time management abilities.
• Proficiency in multitasking and prioritization.
• Keen attention to detail.
• Quick learner with the ability to follow instructions efficiently.
• Intermediate to advanced proficiency in Microsoft Office suite.
• Ability to work both independently and collaboratively.
• Problem-solving skills and the capacity to propose effective solutions in collaboration with supervisors.

Last updated : 2024-05-20