Office Administrator

Work Schedule: 8:00 am – 5:00 pm Monday through Friday with an hour lunch

The Office Administrator reports directly to the USA Finance Director in Machesney Park, IL and is responsible for providing financial, administrative and clerical services. Providing these services in an effective and efficient manner will ensure that customer needs are met, all customer/vendor accounts are accurate and up to date and that vendors/suppliers are paid within established time limits.

Essential Duties:

• Customer service - answering phones, taking and entering sales orders, facilitating paperwork to fulfill orders
• Communicating with and supporting (2) outside salespersons
• Daily invoicing of fulfilled sales orders 
• Facilitate the process of entering AP invoices to be paid; verification and data entry
• Review Customer and AP invoices and/or statements to ensure that all the information appearing on them is accurate and complete and recorded into the system in the same manner
• Pay AP invoices; scheduling and preparing disbursements.
  • Obtaining authorization of AP payments; manage weekly check run (preparing and mailing of payments)
  • Create and upload file for positive pay to bank for checks
  • Monitor ACH positive pay
• Maintains financial historical records through a filing system of payables; pending and paid and customer invoices
• Maintain proper support files for research and reference
• Resolves account discrepancies by investigating documentation and taking the necessary steps to correct issues
• Monitor vendor accounts to ensure that payments are up to date
• Occasionally support corporate AR in customer account collections
• Multi-task and work under time constraints

Skills:

• Working knowledge of accounts payable
• Ability to maintain a high level of accuracy in preparing and entering information
• Discretion and trustworthiness due to frequent contact with confidential material
• Excellent communication and team building skills
• Analyzing information; analytical and problem-solving skills
• Organizational skills
• Time management skills

Experience:

• High School Diploma
• Experience in customer service and facilitating customer orders
• Experience with ERP systems; Microsoft Ax 2012 Accounting software experience a plus
• Experience with Accounts Payable
• Working knowledge of Microsoft Office
• Ability to work on a computer for up to 8 hours a day

Benefits:

Health/Dental, Life, Vision, 401K, Short Term/Long Term Disability, FSA, Paid Vacation, Paid Holidays