Administrative Assistant

Job Description

Job Description

Description:

The Administrative Assistant is responsible for providing employee, finance, and clerical support for Pump and Meter. This role will perform routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing information to customers, being a liaison for field and office staff, and aid in accounts payable and accounts receivable functions.

RESPONSIBLITIES:

• Assist with the dispatch board and assign service orders to service technicians.
• Create job orders and verify job budget accuracy.
• Verify employee schedules and prepare timecards for payroll processing.
• Work with accounts payable to create customer invoices, verify service orders and change orders.
• Work with Construction Coordinator to close jobs and answer job inquiries related to delays and progress of a job.
• Track and initiate employee per diem payments.
• Code, track, and organize credit card payments.
• Create cash and check deposits and work with accounts receivable to confirm and track deposits.
• Track, plan, and organize employee training and compliance certifications.
• Assist with answering the phone system and directing customer calls.
• Post and invoice sales orders.
• Process and deliver company mail.

QUALIFICATIONS:

• Highschool Diploma, GED, or equivalent.
• 2-3 years previous work-related skill, knowledge, or experience in accounts receivable, accounts payable or related finance field.
• Excellent verbal and written communication in English.
• Proficient in Microsoft Office Suite.
• Excellent organizational skills.
• Excellent time management.
• Excellent telephone and interpersonal skills.
• Ability to meet deadlines.
• Ability to display a positive and helpful attitude.
• Ability to work with confidential and sensitive information.
• Ability to adapt to change.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

While performing the duties of this job, the Administrative Assistant will typically be in an office setting. The Administrative Assistant is frequently required to operate a computer and file and retrieve written documents. The physical demands include, but are not limited to, standing, sitting, walking, lifting, carrying, reaching, handling, kneeling, crouching, and bending.

DISCLAIMER AND ACKNOWLEGEMENT

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.

THIS IS NOT A CONTRACT OF EMPLOYMENT, EMPLOYMENT REMAINS AT-WILL AND MAY BE TERMINATED BY EITHER PARTY AT ANY TIME, WITH OR WITHOUT NOTICE OR REASON.