Administrative Assistant

Description:

Performing a variety of complex technical administrative assignments requiring initiative, judgment and well-developed knowledge and skills.

Supporting all team members with routine, day to day Accounts Payable activities.

Performing timesheets daily for Department, which includes multiple union entities.

Processing purchase order (PO) purchases in a timely manner.

Reconciling credit card statements for all employees in the Department.

Ordering general office supplies and other items required in Department to perform job duties.

Vacation and Time off tracking and calendar updates.

Keeping regulatory annual training up to date.

Contractor invoicing and tracking.

Reconcile all vehicle gas receipts for company vehicles in the Department.

Support Department and employees going to work on restoration efforts.

General upkeep, material distribution, mail distribution, etc. for the service center.

Booking/reservice hotels, vehicles, etc. for all employees in the Department.

Providing administrative support to the Accounts Payable group including invoice payment processing, researching invoice payments, correcting payable issues and customer service support for both internal and external customers.

Taking initiative to solve problems and bring issues to closure.

Demonstrating a willingness to question established procedures and processes.

Demonstrating good internal and external customer service.

Consistently anticipating and delivering results.

Proactively working to ensure knowledge is transferred to others.

Demonstrating a solid commitment to all aspects of safety; maintaining a safe workplace for coworkers based upon knowledge of potential hazards and industry regulations/requirements.

Qualifications:

High school diploma or GED required.

Associate degree in Business Administration, Accounting, Finance, Economics, or a related discipline preferred.

Minimum 2-7 years of related work experience is required.

Related work experience includes invoice processing, customer service, and administrative support.

Strong written and verbal communication skills.

Proficient in Microsoft Office applications (Word, Excel, and PowerPoint).

Experience with accounts payable, supply chain, other financial disciplines and process improvements is preferred.

Knowledge of SAP system accounts payable, procurement and general accounting modules is preferred.

Able to follow established practices, procedures, and instructions, and produce technical administrative work products in a thorough, timely and accurate manner.

Demonstrate a questioning attitude to continue to learn, produce results and strengthen existing relationships.

Able to model active learning through continuing to develop breadth of knowledge, skills, and perspective.

Flexible and able to adapt to shifting priorities.

Demonstrated excellent interpersonal and teamwork skills with ability to independently prioritize workloads, meet deadlines and work in pressure situations.

Able to work in a fast-paced environment.

Excellent customer service skills, including the ability to be friendly, courteous, helpful towards internal and external customers.

Able to work independently on special assignments as directed.

Demonstrated experience making recommendations for process improvements when appropriate.