Administrative Assistant POST NUMBER: 482690

The Administrative Assistant / Accounts Payable Specialist provides administrative and accounting support to ensure the efficient operation of the office and the timely processing of accounts payable transactions. This role requires strong organizational skills, attention to detail, excellent communication, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Accounts Payable

• Process vendor invoices accurately and in a timely manner.
• Verify invoices for proper coding, approvals, and supporting documentation.
• Match purchase orders, invoices, and receiving documentation as needed.
• Prepare and process weekly check runs, ACH payments, and wire transfers.
• Reconcile vendor statements and resolve invoice discrepancies.
• Respond to vendor inquiries regarding payment status and account issues.
• Maintain accurate vendor records and assist with vendor onboarding.
• Ensure compliance with company policies and accounting procedures.

Administrative Support

• Answer and direct incoming phone calls and emails professionally.
• Greet visitors and provide exceptional customer service.
• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare correspondence, reports, spreadsheets, and other business documents.
• Maintain office files, records, and confidential documents.
• Assist with special projects and provide general administrative support to leadership and other departments.