Administrative Assistant

Position: Accounting/Administrative Assistant

Supervisor: Accounting Manager

Job Description: Perform routine clerical and administrative functions such as drafting correspondence, assisting with scheduling, organizing and maintaining paper and electronic files, providing information to clients/customers, and maintaining inventory.

Duties and Responsibilities:

• Perform clerical and administrative tasks, including database management, word processing, and maintaining paper or electronic filing systems.
• Answer calls, provide information, take messages, or direct inquiries to the appropriate individuals.
• Create, update, and manage records, forms, and documents, ensuring accuracy and compliance with company standards.
• Operate and maintain office equipment; arrange repairs as needed.
• Greet visitors, manage inquiries, and schedule appointments or meetings for staff.
• Compose and distribute correspondence, reports, presentations, and meeting notes.
• Handle incoming and outgoing mail efficiently and monitor office supply inventory, ordering as necessary and managing vendor relationships.
• Review documents for accuracy, grammar, and compliance with company format policies.
• Coordinate conference or travel arrangements and prepare materials for meetings or events.
• Maintain and prepare conference rooms, including setup, cleanliness, supplies, and technical support coordination.
• Adapt to new office technologies and contribute to projects or team efforts as needed.
• Perform financial calculations, such as amounts due, interest charges, balances, discounts, equity, and principal.
• Reconcile or note and report discrepancies found in records.
• Perform general office duties, such as filing, answering telephones, and handling routine correspondence.
• Access computerized financial information to answer general questions as well as those related to specific accounts.
• Classify, record, and summarize numerical and financial data to compile and keep financial records, using journals and ledgers or computers.
• Debit, credit, and total accounts on computer spreadsheets and databases, using specialized accounting software.
• Match order forms with invoices and record the necessary information.
• Monitor status of loans and accounts to ensure that payments are up to date.
• Reconciles processed work by verifying entries and comparing system reports to balances.
• Charges expenses to accounts and cost centers by analyzing invoice/expense reports, recording entries.
• Perform other duties as assigned.

Skills and Competencies:

• Writing — Communicating effectively in writing as appropriate for the needs of the audience.
• Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
• Speaking — Talking to others to convey information effectively.
• Time Management — Managing one's own time and the time of others.
• Service Orientation — Actively looking for ways to help people.
• Coordination — Adjusting actions in relation to others' actions.
• Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do.

Tools and Technology:

• PC or Mac
• Tablets
• Office suite software - Microsoft Office
• Quickbooks
• Electronic mail software - Microsoft Outlook
• Concur, TSheets, Fleetio, Geotab, and other business-related software

Education and Experience:

• High School Diploma or equivalent preferred.
• Experience in Marketing, Logistics, Management, Product Sampling, and/or Mobile Marketing Experiences preferred.
• Quickbooks experience preferred.
• Must be able to lift objects of at least thirty (30) pounds.