Administrative Assistant Office Manager

Job Summary

Performs varied secretarial, clerical, and administrative duties as needed.

General Accountabilities

· Composes and produces business correspondence, reports and related materials or guides the work of other staff who produce these materials.

· Edits / reviews documents produced by others.

· Ensures confidentiality and controls access to sensitive information, such as staff personnel files.

· Responds to inquiries and requests for information requiring knowledge of departmental and company policies and procedures.

· Serves as an internal resource to staff on company procedures.

· Performs administrative duties associated with coordinating meetings and planning events.

· Prepares agendas, gathers, and organizes supporting information, and oversees production and distribution of related materials.

· Office operations such as answering telephone, mail and filing.

· Prepares check deposits. Enters finalized receipts and updated accounts receivable ledger.

· Obtains time and expenses to send invoices to customers.

· Files check stubs and bank receipts.

· Answers accounts receivable phone inquiries.

· Calls and/or mails correspondence to customers as necessary to update accounts.

· Prepares accounts payable checks (online through bank and written).

· Compiles accounts payable reports.

· Maintains all accounts payable files. Prepares analysis of accounts.

· Receives and records incoming payroll documentation (timesheets and expense reports).

· Processes employment verifications.

· Processes payroll checks - generates online checks, prints log and enters into accounting.

· Monitors, reviews, and verifies accounting records and transactions for accuracy, timeliness, and adequacy of supporting documentation.

· Ensures compliance with internal policies, agency rules and regulations, and generally accepted accounting principles.

· Reviews and analyzes reports for accuracy.

· Clarifies or research issues as necessary.

· Provides input for the development of accounting applications, reports, forms, records, and documented procedures.

· Assists in development of financial projections and forecasts.

· *The company reserves the right to add or change duties at any time.

Job Qualifications

· Education: High School Diploma

· Experience: 5 years related experience; or equivalent combination of education and experience

Skills

• Excellent written and verbal communication Service orientation
• Administration and Clerical Knowledge
• Knowledge of MicroSoft 365 Office (Outlook, Word, Excel, Access, Publisher)
• Knowledge of Sage 50 and Quickbooks Accounting packages
• Knowledge of ADP payroll processing
• Knowledge of AIA Online Contract documents