Administrative Assistant I

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 support including records management, billing, payroll, and personnel records. Deliver courteous, responsive, and accurate information to associates and senior management.

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 in non-routine situations.
• Screen telephone calls and visitors, redirecting as appropriate and providing detailed information to callers.
• Perform a broad range of administrative tasks of a highly confidential nature, requiring independent decision-making.
• Prepare a variety of highly confidential, specialized, and recurrent reports, such as financial data, and produce high-quality documents.
• Maintain filing systems, including confidential items, and establish or revise supervisor’s files as needed.
• Maintain 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 staff, compose responses to routine inquiries, and delegate or forward 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 delegated to subordinate managers.
• Operate office equipment including fax machines, 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.