Administrative & Accounts Receivable Assistant

Overview

Providing administrative support on complex research for specific products, technical, financial, and clerical administrative support for Metro Paramedic Service, Superior Industrial Fire Services, Paramedic Billing Services, NORCOMM and Municipal Management Services. Possess an understanding of providing the Team with support including managing schedules, preparing, and maintaining business correspondence, internal meeting minutes or notes, documents, spreadsheets and presentations, data entry, photocopying, filling, faxing, emailing, answering phone calls, and taking messages. May provide support to other areas including social media, accounting and others as needed of organizational and basic operational aspects. In addition, be knowledgeable in budgetary principles and practices, work well among various groups within and outside of the organization, and provide administrative services to the upper-level management team.

Responsibilities

• Assist in preparation of annual budget for Metro and its affiliate companies.
• Manage and review accounts payable for Metro and its affiliate companies.
• Oversee routine updating of Metro and its affiliate companies’ webpage,  electronic signage, and internal & external social media communications.
• Provide Administrative Assistance to upper-level management team
• Serve as Team representative on various committees & projects, and coordinate activities with other affiliate companies/departments, outside agencies & organizations.
• Receive and respond to customer and vendor-related inquiries and concerns.
• Assist with onboarding process of new hires such as processing background checks, downloading forms and certifications
• Assist in tracking employee certifications
• Actively manage the employee engagement plan
• Maintains and updates data on Monday.com boards
• Make collection calls on outstanding Alarm billing
• Prepares financial reports
• Monitor contract progression and edits invoicing amounts based on the aging of contracts
• Maintains, documents memorialized and initiates charitable and political donations
• Setup and facilitate meetings and events
• Collaborates among team members to act as a repository of information for purposes of shared data
• Place and track orders made through commercial vendors

Qualifications

• Any combination of experience and/or education that would provide the knowledge, skills, and abilities necessary to satisfactorily perform the duties is qualifying.
• A typical combination is:
• At least two years of progressively responsible administrative & analytical experience.
• Demonstrated ability to manage organizational responsibilities, including administrative functions and prioritize tasks
• Experience working within a fast-paced multi-discipline environment.
• Proven record of coordination among different companies and inter-department organizations.
• High School Diploma or equivalent required. Associates or Bachelor degree in Business or related field preferred;
• Two (2) years’ experience as an Administrative or Executive Assistant;
• Requires computer proficiency including Microsoft Office (Word, Excel, PowerPoint, Outlook), accounting computer application systems and working knowledge of internet and web based applications such as Monday.com, CISCO WebEx Teams/Meetings desirable;
• Requires ability to operate a range of office equipment including phones, copiers, fax machines, computers, audio/visual support equipment, etc.;
• Provide high quality customer service;
• Must have excellent interpersonal and communication skills, be well-organized, professional, reliable and must be able to think and work independently;
• Experience with social media platforms preferred.
• A valid Illinois driver's license. 

Work environment would primarily be an office setting. The duties of this job can include physical activities such as stooping, kneeling, standing, reaching, climbing, walking, lifting, and/or moving (up to 30 pounds), grasping, pulling, twisting, talking, hearing/listening, seeing/observing, and repetitive motions. Specific vision abilities required by this job include close, distance, and peripheral vision; depth perception and the ability to adjust focus.

BENEFITS:

• 401(k) with Company Contribution
• Medical, Dental, Vision & Life Insurance
• Voluntary Insurance (short-term disability, critical illness, accidental & legal)
• Company Paid Life Insurance and Long-Term Disability
• Paid Vacation & Sick Time
• Holiday Pay

WORK SCHEDULE & LOCATION:  Monday-Friday, 8:00 am – 5:00 pm (with one-hour unpaid lunch), with occasional evening and/or weekend obligations.

WORK LOCATION: 395 W Lake St, Elmhurst, IL 60126 (in office)

Wage

Salary : $55,000