Administrative Assistant

Job Summary:

The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks.

Accounting Responsibilities:

• Manage all accounting transactions.
• Submit financials monthly.
• Handle monthly, quarterly, and annual reporting.
• Reconcile accounts payable and receivables.
• Enter accounts payable invoices including mortgages.

Duties/Responsibilities:

• Front, desk answers and transfers phone calls, screening when necessary.
• Welcomes and directs visitors and clients.
• Carries out administrative duties such as filing, data entry, copying, binding, scanning etc.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Coordinates and schedules travel, meetings, and appointments for managers and supervisors.
• Prepares agendas and schedules for meetings.
• Records and distributes minutes or other records for meetings.
• Maintains and orders office supplies.
• Process checks, incoming and outgoing mail including Federal Express and UPS.
• Performs other related duties as assigned.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing
• Ability to work independently.
• Solid understanding of basic bookkeeping and accounting payable/receivable principles.
• Proven ability to calculate, post and manage accounting figures and financial records.
• Date entry skills along with a knack for numbers.
• Hands-on experience with spreadsheets and proprietary software.
• Proficiency in English.
• High degree of accuracy and attention to detail.

Experience:

• Three to five years in an administrative role.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at a time.