Administrative Support Specialist

Job Description

Job Description

About the Company:

Since 1974, FMS has provided accounting solutions to small chain grocery stores across the country. In response to the industry’s needs, we have developed a way for companies to use today’s business activities to drive tomorrow’s decisions. Our unique team with proven expertise transforms historic accounting activities into timely, accurate decision support tools. Information from these businesses is used to manage billbacks, receiving, merchandising, point-of-sale, human resources, payroll, treasury management, etc., all in one place that can be accessed daily.

Position Summary

The Administrative Support Specialist is responsible for the accurate and timely printing, packaging, and distribution of payroll and accounts payable checks on behalf of the firm and its clients. This role serves as a critical link in the payroll and accounts payable process, ensuring that all outgoing payments are handled with the highest level of accuracy, confidentiality, and professionalism. In addition to check processing duties, this position provides general administrative and clerical support to the office as needed.

Primary Responsibilities

Check Printing, Packaging & Shipping

•       Operate check printing equipment and software to produce accurate, high-volume payroll check runs, as well as accounts payable check runs for clients.

•       Verify check data against source documents (e.g., payroll registers, accounts payable reports, disbursement schedules) prior to printing to ensure accuracy.

•       Package printed checks in appropriate envelopes or mailers, ensuring proper addressing and enclosures.

•       Prepare outgoing check shipments via USPS, FedEx, UPS, or other carriers; select appropriate shipping methods based on urgency and client requirements.

•       Maintain a detailed log of all checks printed, packaged, and mailed.

•       Reconcile completed check runs against payroll registers and disbursement reports and flag any discrepancies.

•       Safely store unused check stock and sensitive documents in accordance with firm security protocols.

•       Monitor and replenish check stock, envelopes, postage, and other supplies as needed.

•       Void, reprint, or reissue checks as directed and maintain proper records of all such actions.

Administrative & Clerical Support

•       Perform general clerical duties including filing, scanning, copying, and data entry.

•       Answer and route incoming calls and correspondence in a professional manner.

•       Assist with mail processing, including sorting, distributing, and preparing outgoing mail.

•       Support accounting staff with document organization, report preparation, and other ad hoc tasks.

•       Maintain organized and up-to-date physical and electronic filing systems.

•       Greet and assist clients and visitors as needed.

•       Order and maintain office supplies inventory.

•       Assist with scheduling, calendar management, and meeting coordination as requested.

Qualifications

Required

•       High school diploma or equivalent; associate degree or some college coursework preferred.

•       Minimum 1–2 years of experience in an office, administrative, or mailroom environment.

•       Proficiency with Microsoft Office Suite (Word, Excel, Outlook).

•       Strong attention to detail and commitment to accuracy, particularly when handling sensitive financial documents.

•       Ability to maintain strict confidentiality with respect to client and financial information.

•       Strong organizational skills with the ability to prioritize tasks and meet deadlines.

•       Reliable, punctual, and professional demeanor.

Preferred

•       Prior experience in an accounting, financial services, or professional services firm.

•       Familiarity with payroll processing systems and/or accounts payable software (e.g., QuickBooks, ADP, Paychex, Bill.com, or similar).

•       Experience with shipping platforms such as FedEx Ship Manager, UPS WorldShip, or USPS Click-N-Ship.

•       Basic understanding of payroll disbursement and accounts payable processes and financial document handling.

Skills & Competencies

•       Accuracy & Attention to Detail – Consistently produces error-free work, especially with numbers and addresses.

•       Confidentiality & Integrity – Handles sensitive financial information with discretion and trustworthiness.

•       Organization – Manages multiple tasks and deadlines in a fast-paced environment.

•       Communication – Communicates clearly and professionally, both verbally and in writing.

•       Teamwork – Works collaboratively with accounting staff and other team members.

•       Adaptability – Willing to take on varied tasks and support the team where needed.

Physical Requirements

•       Ability to sit or stand for extended periods.

•       Ability to lift and carry packages or boxes up to 30 pounds.

•       Manual dexterity required for operating office and printing equipment.

•       Ability to sort and handle large volumes of paper documents and envelopes.

Work Environment

This position works in a professional office environment. The role is primarily on-site and requires regular interaction with accounting staff and occasional contact with clients. Adherence to all firm policies regarding confidentiality, security, and professional conduct is required at all times.