Administrative Assistant To Accounts Payable

THIS IS AN ON SITE ONLY POSITION, NO REMOTE OR HYBRID AVAILABLE. 

SUMMARY: Compiles and maintains Accounts Payable records by performing the following duties:

ESSENTIAL DUTIES AND RESPONSIBILITIES:

§  Those duties as outlined further in Detail of Duties and Responsibilities attached

§  Sort and process A/P mail on a daily basis

§  Insure all invoices processed for payment meet approval protocol

§  Insure that all approved invoices are paid on time

§  Reconcile credit accounts

§  Prepare analysis of accounts, as required

§  Analyze Trust Account cash balance for each owner; work with Bookkeeper if cash call is required

§  Special Project invoice/expense tracking

§  Maintain A/P files in a neat and organized fashion

§  Respond to all vendor, Portfolio Manager, and Resident Manager inquiries

§  Process Deposit Accounting within legally mandated timeline

§  Prepare 1099 Miscellaneous tax forms for vendors

§  Prepare monthly Form 542

§  Answer Operator calls on multi-line phone system, screen and direct calls

§  General administrative and clerical support including photocopying, scanning, faxing, sorting and mailing of documents

§  Track certificates of insurance for owners and vendors

§  Possess reliable vehicle and maintain good driving record for bank runs and office supply purchases

§  Competent computer skills including MS Office; Yardi Voyager a plus

§  Other duties as assigned

COMPETENCIES:  Responds promptly to customer needs; Maintains confidentiality; Speaks clearly and persuasively in positive or negative situations; Contributes to building a positive team spirit; Able to build morale and group commitments to goals and objectives; Inspires respect and trust; Looks for ways to improve and promote quality; Prioritizes and plans work activities; Reacts well under pressure; Accepts responsibility for own actions; Follows through on commitments.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

§  Typing: Minimum 45 wpm

§  Data Entry: Minimum 10,000 keystrokes per hour

§  Strong attention to detail

§  Strong organizational skills

§  Works well with deadlines

§  Team player

§  Reliable

§  Professional

§  Good verbal and written communication skills

§  Customer service oriented

§  Information management

Education and/or Experience:

One year certificate from college or technical school; or 2 years related experience and/or training; or equivalent combination of education and experience.

Physical Demands: While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear and taste or smell.  The employee must occasionally lift and/or move up to 25 pounds.

Work Environment: Moderate noise level associated with open office work environment.