Administrative Assistant

Administrative Assistant

We are seeking an Administrative Assistant to perform accounting and clerical tasks related to accounts payable, receptionist, and administrative support functions. The client is looking for a full-time applicant but will consider 30-40 hours per week during the hours of 8:15 a.m. and 4:45 p.m.

Responsibilities:

• Operate the main telephone switchboard and respond to calls appropriately
• Welcome visitors, manage sign-in, and direct visitors as needed
• Receive, open, sort, and distribute incoming mail; prepare outgoing mail for posting; and manage faxes received through Microsoft Outlook
• Perform accounts payable functions, including processing vendor invoices, verifying details, attaching required documentation, assigning general ledger coding, entering information into accounting software, and maintaining related files.
• Reconcile vendor statements, investigate discrepancies, and prepare and process outgoing checks and ACH payments
• Process daily shipments, including printing invoices, attaching corresponding paperwork, and sending invoices to customers
• Order office supplies, manage inventory, and perform clerical duties such as photocopying, scanning, and faxing
• Assist with accounts receivable by contacting customers regarding payment status and past due accounts
• Order food and coordinate setup for company breakfasts, luncheons, meetings, and snacks; assist with off-site meetings and holiday events
• Assist with miscellaneous computer projects using Microsoft Word and Excel, support year end accounting projects, and provide support for customer service and human resources when required