Administrative Assistant

Job Summary:

This Administrative Assistant serves as support for the field team by ensuring that invoices are accurate and that proper accounting procedures are followed to account for the receipt of payment for goods and services completed by the organization. Is also responsible for the organization and coordination of office operations, procedures, and resources to facilitate organizational effectiveness and efficiency. Performs data entry of information to maintain database(s) through custom software. This position is responsible for accuracy, efficiency, and retrieval of processed data. Also responsible for proof reading data for field team and management based on customer requirements.

Essential Responsibilities and Duties:

• Conducts electronic filing for customer invoices.
• Mails and e-mails invoices to customers.
• Assists with accounting on customer receivable aging.
• Performs data entry using word processing, spreadsheet or databases and formats material as required.
• Time sheet verifications for field employees for the location.
• Communicate with co-workers and management in a courteous and professional manner.
• Participate in required QHSE and technical training as required per the position.
• Obtain required certifications as needed.
• Perform other duties and responsibilities and assigned.
• Perform duties in the most efficient and cost-effective manner as possible.
• Maintain, clean and care for all assigned equipment.

Qualifications and Education Requirements:

• HS Diploma/GED.
• Problem Solving/Analysis.
• Customer/Client Focus.
• Results Driven.
• Prior experience in accounting, AR or AP is preferred.
• Personal Effectiveness/Credibility.

Work Environment:

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
• The employee is occasionally required to sit, climb, balance, stoop, kneel, crouch or crawl. The employee must frequently lift and move up to 10 pounds and occasionally lift and move objects up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• This is a full-time position. Days and hours of work are Monday through Friday, 6:00 a.m. to 3:00 p.m.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.

Travel:

• No travel is expected for this position.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.