Administrative Assistant I

About the role

Provide personal secretarial services and administrative assistance while exercising initiative and judgment on a regular basis. Work independently under general direction of the General Manager, offering advanced administrative support for senior management and courteous, responsive information to associates. Key areas include records management, billing, payroll, and personnel records.

Responsibilities

• Manage accounts payable and receivable processes: obtain purchase orders, validate and process invoices, contact vendors regarding discrepancies.
• Review, transmit, and manage the weekly payroll process; reconcile any issues.
• Assist the General Manager with the month-end close process.
• Type correspondence and reports from rough drafts, editing grammar, punctuation, or spelling as needed.
• Use judgment and initiative to determine actions in non-routine situations.
• Screen telephone calls and visitors, redirecting as appropriate and providing information requiring detailed knowledge of the manager’s area and company policies.
• Handle a broad range of highly confidential administrative tasks requiring independent decision-making.
• Prepare specialized, confidential, and recurrent reports such as financial data; produce high-quality documents, presentations, and proposals.
• Maintain filing systems, including confidential items; establish, maintain, and revise supervisor’s files.
• Manage the manager’s calendar, schedule meetings and appointments, and arrange travel and hotel accommodations for frequent extended trips.
• Compile and submit expense reports.
• Open and review all mail directed to management; compose responses to routine inquiries and delegate appropriate items.
• Coordinate high-level meetings with associates, business unit-wide meetings, and customer meetings.
• Serve as the central communication point for associates on human resource and associate relations items.
• Delegate work to clerical associates for routine duties and follow up on assignments.
• Operate office equipment including fax, copiers, printers, and binding machines.

Requirements

• High school diploma or equivalent.
• Two years of experience using MS Excel, MS Word, and an email system.
• Three years of related experience (preferred).
• Two years of experience with accounts receivable and accounts payable (preferred).

Benefits

• Affordable medical, dental, and vision coverage available beginning on your 30th day.
• PTO program including paid holidays and vacation.
• 401(k) with generous company match.
• Tuition reimbursement program.
• Excellent training and career advancement opportunities.

Pay

$53,500 per year.

Schedule

Monday – Friday, 8:00 AM – 4:30 PM.