What are the responsibilities and job description for the Administrative Assistant position at Fortz Legal Support?
About Us:
Fortz Legal Support started in 2015 and in a short time has grown into the nation’s premier full-service litigation support and court reporting firm. With a focus on innovative tech-based solutions and overall customer service, our team provides creative solutions for our clients.
Why Join Us?
We offer a collaborative and supportive work environment where your contributions will make a meaningful impact. If you are looking for an opportunity to grow professionally, work with a dedicated team, and be part of a company that values innovation and excellence, we’d love to hear from you!
Job Summary:
We are seeking a detail-oriented and dependable Administrative Assistant to join our team. The ideal candidate will have a background in assisting at the operations level of a company and have some experience with accounting. This role requires organizational skills, attention to detail, be proactive, think critically, and the ability to work independently while supporting various accounting and administrative functions. We can train the right person!
Essential Responsibilities:
- Provide excellent customer service!
- Basic bookkeeping would be helpful but not necessary!
- Process invoice payments in an accurate and timely manner correctly classifying expenses.
- Email client invoices and statements.
- Apply client’s payments (online and physical checks) and take payments over the phone.
- Manage bank registers and reconciliations, including credit cards.
- Process contractor payroll through QuickBooks. Manage contractor’s W9s and direct deposits.
- Set up new direct deposits and update as needed.
- Run payroll.
- Manage Billing email. Handle inquiries from customers & vendors regarding payments and billing issues.
- Research and correct account discrepancies.
- Manage and help maintain financial records.
- Prepare commission reports.
- Assist in preparing reports.
- Offer support to collection efforts when time permits.
- Answer and direct phone calls as needed.
- Assist with special projects and offer help to other departments as needed or assigned.
Qualifications:
- Associate’s or undergraduate degree preferred. Experience without college is sufficient!
- Some accounts payable and receivable experience
- Working knowledge of MS Office Suite, Dropbox, and database systems.
- Strong interpersonal, customer service and communication skills.
- Professional email and phone etiquette, with attention to grammar and proper formatting.
- Focus on details, critical thinking, and problem solving.
- Ability to prioritize and multitask.
- Flexible, adaptable, and ready to help others.
- Must be dependable, confidential, trustworthy and professional.
Hiring Process:
1. Phone Interview: We will schedule a phone interview that should take 15-20 minutes.
2. In-Person Interview: If both parties wish to move forward, we will invite you to our office for an in-person interview. Please allow at least one hour for this meeting.
Job Details:
- Job Type: Full-time
- Work Location: In-person, downtown Grand Rapids
- Pay: Negotiable based on experience and skills
- Expected Hours: 40 hours per week
- Immediate hire
Benefits:
- Health insurance
- Vision insurance
- Dental insurance
- 3% employer-matched IRA
- Paid time off (nine paid holidays and two weeks annually, with up to 40 hours roll-over)
- Paid parking
Schedule:
- 8-hour shift
- Day shift
- Weekdays 8:30am-5:00pm
Attire: Business casual. Dress pants and a collared shirt or blouse (no t-shirts or sportswear).