Administrative Assistant

About the role

Provides accounting, finance, employee, and clerical support for Rochester Petroleum Equipment, a division of Pump and Meter Service, Inc. The role focuses on accounting responsibilities including accounts payable and accounts receivable functions, acts as a liaison for field and office staff, and schedules technicians. Performs routine administrative tasks such as organizing files, answering phones, and participating in meetings.

Responsibilities

• Enter job orders and change orders for service and construction jobs.
• Create, post, and send customer invoices.
• Assist with closing jobs and answer job inquiries regarding progress.
• Post and invoice sales orders.
• Create accounts receivable deposits.
• Create purchase orders.
• Code, process, and enter accounts payable invoices and employee reimbursements.
• Code and process credit card payments.
• Create assignments on the dispatch board to schedule technicians.
• Verify employee schedules and prepare timecards for payroll processing.
• Track and assist scheduling employee training and certifications.
• Assist with answering the phone system and directing customer calls.
• Assist with creating service orders.
• Process company mail.
• Participate in weekly and monthly meetings as assigned.

Requirements

• High school Diploma, GED, or equivalent.
• 2-3 years previous work-related skill, knowledge, or experience in accounts receivable, accounts payable, or related finance field.
• Excellent verbal and written communication in English.
• Proficient in Microsoft Office Suite.
• Excellent organizational and time management skills.
• Excellent telephone and interpersonal skills.
• Ability to meet deadlines.
• Ability to display a positive and helpful attitude.
• Ability to work with confidential and sensitive information.
• Ability to adapt to change.

Physical Demands and Work Environment

While performing the duties of this job, the Administrative Assistant will typically be in an office setting. The role frequently requires operating a computer and filing and retrieving written documents. Physical demands include, but are not limited to, standing, sitting, walking, lifting, carrying, reaching, handling, kneeling, crouching, and bending.

Pay

$21 - $25 per hour