Administrative Assistant

Full-Time, Non-Exempt Non-Union Hourly position supporting the procurement and accounting departments.

About the Role

Provides day-to-day administrative support including processing and general ledger coding of invoices within the food service management system following accounting standards and processes. Performs data entry of invoices and general ledger information into profit and loss statements. Handles various administrative and data entry tasks as assigned.

Responsibilities

• Submits weekly office supply orders, organizes deliveries, and distributes supplies.
• Receives and tracks invoices from individual cost centers; inputs or marks general ledger codes on invoices.
• Enters invoices into the food service management system and accounting software/Excel profit and loss spreadsheets.
• Runs laundry charge reports and transfers costs to each cost center.
• Generates food service management reports and invoices for processing.
• Runs reports for various rewards programs and processes rewards according to policies and procedures.
• Processes FSS New Item Requests and sets up vendor items.
• Assists with renewal of health permits and tracking of various documentation.
• Communicates frequently with accounting employees and departments to ensure timely invoice processing.
• Coordinates with the Accounts Payable team regarding missing or delayed invoices.
• Organizes and files incoming mail or other documentation as needed.
• Follows accounting and procurement procedures related to invoice processing and food service management systems.
• Collaborates with team members, including students, on organization and timely processing of paperwork.
• Provides timely and professional communication with operational units.
• Performs data entry, office organization, record retention/purging, filing, and other related tasks.
• Completes various other administrative and data entry tasks as assigned by management.

Requirements

• High School Degree or higher.
• Minimum of 1 year professional clerical experience; accounting office experience preferred.
• Exceptional communication skills and strong attention to detail.
• Ability to motivate and train employees effectively and work in a team environment.
• Excellent time management skills to meet deadlines and provide advanced planning.
• Strong computer skills including spreadsheets, word processing, desktop publishing, email, internet research, and multimedia.
• Ability to adapt to change, willingness to improve processes, and drive efficiencies.

Work Environment

This position operates in a professional office environment, routinely using standard office equipment such as computers, photocopiers, phones, filing cabinets, and fax machines.

Physical and Mental Demands

• Good visual acuity for reading reports and computer work.
• Ability to lift, bend, reach, and perform other physical demands of the position.
• Ability to walk and stand for up to 4 hours per day.
• Ability to sit at a desk and perform computer work for up to 8 hours per day.

Schedule

Typical schedule is 8:00 AM – 4:30 PM, Monday through Friday, with occasional overtime during peak periods or as business needs require.