Administrative Assistant / Accounts Payable

ABOUT THE ROLE

The Administrative Assistant handles routine and advanced duties for other professionals. They organize files, create correspondence, prepare reports and documents, manage calendars to schedule appointments, sort mail, prepare invoices and offer general staff support. They may serve as an initial point of contact, answering phones and greeting visitors. They might engage in event planning and meeting setup and implementation. Very often they will make travel arrangements and generate itineraries. They have to deal with other people from a wide variety of levels, from clients to management and even corporate CEOs.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Answer phones and greet visitors

• Schedule appointments and maintain calendars

• Schedule and coordinate staff and other meetings

• Collate and distribute mail

• Prepare communications, such as memos, emails, invoices, reports and other correspondence

• Write and edit documents from letters to reports and instructional documents

• Create and maintain filing systems, both electronic and physical

• Manage accounts and perform bookkeeping

Accounts Payable:

• Respond to external vendors and internal managers regarding all aspects of the accounts receivable process, Maintains fiscal records by reviewing payroll information, purchase requisitions, vouchers, receipts and other documents

• Enters data onto computer spread sheets, ledgers, worksheets, and other forms.

• Compares data contained in a variety of financial records in order to detect errors and discrepancies.

• Reconciles accounts and records, and extracts and compiles information from records as required.

• Monitors budgets by reviewing fund balances and reporting overages and shortages to superiors.

• Assists in budget preparation by compiling necessary information manually or by using computer based records pertaining to budgets, accounts, inventories and other financial operations.

• Completes report forms and prepares financial information for management.

• Coordinates Accounts Payable activities with the purchasing function.

• Reviews transactions for documentation of obligation, payment authorization, timely payment, and accurate recording

• May inform other agency employees about accounting procedures, policies, rules, and regulations.

• May clarify Federal and State policies and procedures.

MINIMUM QUALIFICATIONS

• Previous experience in office administration or other related fields

• Ability to prioritize and multitask

• Excellent written and verbal communication skills

• Strong attention to detail

• Strong organizational skills

Skills

• Billingual
• Accounts Payable

Behaviors

• Team Player: Works well as a member of a group
• Enthusiastic: Shows intense and eager enjoyment and interest

Motivations

• Self-Starter: Inspired to perform without outside help

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)