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. This role involves managing accounts payable and receivable, payroll, records, and confidential reports.

Responsibilities

• Manage the accounts payable and receivable process, including obtaining purchase orders, validating and processing invoices, and contacting vendors regarding discrepancies.
• Review, transmit, and manage the weekly payroll process, reconciling any issues that occur.
• 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 considerable judgment and initiative to determine the approach or action to take in non-routine situations.
• Screen telephone calls and visitors, providing information to callers and redirecting as appropriate.
• Perform a broad range of administrative duties of a highly confidential nature, requiring independent decision-making.
• Prepare a variety of highly confidential, specialized, and recurrent reports, such as financial data.
• Maintain filing systems, including confidential items, and manage supervisor’s files.
• Maintain the manager’s calendar, scheduling meetings, appointments, and travel arrangements.
• Compile and submit expense reports.
• Open and review all mail directed to management staff, composing responses to routine inquiries and delegating items as appropriate.
• 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 to assist with 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.
• Intermediate experience in Microsoft applications (Excel, Outlook, Word).
• Very organized with great attention to detail and a team-player mindset.
• Minimum of 1 year of payroll experience preferred.
• Ability to multitask, flexibility, strong reporting skills, confidentiality, and adaptability.

Benefits

• Paid weekly.
• Affordable medical, dental, and vision coverage offered on your 30th day.
• Paid vacation.
• 401(k) with generous company match.
• Tuition reimbursement program.
• Excellent training and career advancement opportunities.
• Overtime based on customer volume.
• Eligibility for attendance bonus for all full-time employees.

Pay

$49,254.00 per year.

Schedule

Monday – Friday, 8:00 AM – 4:30 PM.