Administrative/Accounting Assistant

Job Description

Job Description

Administrative Assistant 

Direct Hire

Salary: $60K annually

Hours: Monday - Friday, 8:30 AM - 5:30 PM

JOB PURPOSE AND SCOPE: 

The Administrative Assistant provides administrative and operational support to the Sr. VP Financial Accounting and Vice President of Human Resources, and other team members as needed. The position assists with routine accounting, HR and general administrative tasks. This position requires strong organizational, communication, and multitasking skills, attention to detail, discretion, the ability to follow instructions and complete assigned projects independently, a positive attitude, and a strong work ethic. The position is designed to provide general administrative support and is not responsible for making independent accounting or HR decisions or handling sensitive HR matters independently. Access to confidential information will be limited to what is necessary to perform assigned duties.

ESSENTIAL JOB FUNCTIONS:

Accounting

· Position relies on both experience and judgment to plan and accomplish goals.

· Responsible for confidential and time sensitive material.

· Prioritize and manage multiple tasks simultaneously, follow through on issues in a timely manner and follow up on open items, ability to meet deadlines.

· Review and prepare documents and outgoing mail, especially signed checks going to Project offices, as necessary.

· Distribute Accounting mail, set up courier delivery and type letters.

· Copy and scan office documents and manage files electronically.

· Responsible for assisting the CFO, Sr VP- Dir of Accounting, A/P-AIR Supervisor and others as needed with accounting information and processes.

· Back up support for Accounts Payable/Receivable Supervisor when out of the office

· Coordinate Insurance for office equipment

· Handle monthly bank statements and scanning for JDC

· Other duties as necessary

Human Resources Administration

· Provide administrative support to the Human Resources department.

· Maintain accurate employee records, HR files, and routine documentation.

· Prepare HR forms, correspondence, communications, and company announcements.

· Assist with job postings, applicant tracking, interview scheduling, and candidate communication.

· Prepare new-hire paperwork and onboarding materials and assist with orientation and setup.

· Assist with PTO recordkeeping and benefit enrollment and communications.

· Assist employees with routine HR questions and refer payroll, benefits, or other matters requiring additional guidance to the Vice President of Human Resources.

· Assist with HR projects, audits, filing, and general recordkeeping.

· Maintain organized and accurate HR records.

· Perform other duties as assigned by the Vice President of Human Resources.

TECHNICAL SKILLS AND ABILITIES

· The ability to remain composed under pressure, to be a resourceful self-starter that is poised and polished with a professional mindset is a general requirement of the position.

· Exceptional customer service skills and professional manners

· Strong organizational skills with a very detail-oriented background is required

· Needs to be an independent and proactive thinker - this position requires a certain level of autonomy to perform its duties.

· The ability to use databases, spreadsheets, and accounting software.

· Strong professional communication skills, both written and oral, and time management talents are necessary to be successful.

· Candidate must have demonstrated a positive attitude and is able to be a team player.

· Knowledge of Microsoft Office including Outlook, MSWord, and Excel

· Timberline

· AvidXchange

· Adobe

QUALIFICATIONS

Education:

· High School diploma, some college or associate degree preferred.

· Two (2) years of accounting clerical work or any satisfactory combination of experience and training

Experience

· Some experience in clerical jobs is preferred, though we also provide in-depth clerical training to get the incumbent up to speed.

· Satisfactory combination of accounting experience and training which demonstrates the knowledge, skills and abilities to perform the above duties. Requires intermediate computer literacy of word and spreadsheet software and recordkeeping and bookkeeping

principles. Must be detail oriented, with accurate data entry skills; must have effective verbal and written communication skills.