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ACCOUNTING AND ADMINISTRATIVE ASSISTANT
Title of Role: Accounting and Administrative Assistant
Role is Accountable To: Managing Member or As Assigned
Role is Supported By: N/A
Role Supports: Departments as Assigned
Summary of Organizational Role:
We are seeking someone who can provide accounting and administrative services, including managing our accounts payables in QuickBooks, answering multi-line phone, and developing budgets or other business case economic analysis as requested. You will also support our staff with clerical duties, organizing files, maintaining office supplies, making copies, and, when necessary, inputting information into our database to ensure our electronic files are organized and updated. We need candidates with administrative and A/P support experience. You will also order and maintain all overhead products and supplies and perform other duties as assigned.
Role is Accountable for:
Processing and maintaining computerized weekly, daily, or monthly vendor invoices, miscellaneous check requests, payment arrangements, and payables file management.
Develop cost and budget spreadsheets to analyze the status or viability of various projects.
Processing and maintaining computerized weekly, daily, or monthly vendor invoices, miscellaneous check requests, payment arrangements, and payables file management.
Providing a satisfactory and informed customer experience for clients calling or coming into the Latitude 63, LLC environment.
Provides administrative support to ensure efficient operation of the office.
Answers phone calls, schedules meetings, and supports visitors.
Carries out administrative duties such as filing, typing, copying, binding, scanning etc.
Completes operational requirements by scheduling and assigning administrative projects and expediting work results.
Makes travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.
Exhibits polite and professional communication via phone, e-mail, and mail.
Supports team by performing tasks related to organization and strong communication.
Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities.
Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
Provides information by answering questions and requests.
Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
Contributes to team effort by accomplishing related results as needed.
Maintaining and ordering all office supplies, printed products, and employee uniforms.
Issuing and maintaining cell phones and employee cell and office phone lists.
Maintaining vendor files, both electronic and hard copy.
Generating and receiving against purchase orders in accounting system, entering invoices, reconciling month-end statements.
Maintaining insurance files.
Maintaining company-wide document management system and research documents as necessary to support general operations.
Following established policies and procedures whether written or verbal.
Outcomes Accomplished are:
Customers have a positive experience with first contact at LATITUDE 63, LLC
Common areas are maintained in a pleasant and professional manner.
Staff is provided with office tools and equipment necessary for the efficient performance of their roles.
Staff has access to current document information and data to support their roles.
Cross-training to other desks ensures support is available in high traffic times or during staff absences.
Qualifications And Skill Requirements:
General Accounting Skills
Reporting Skills
Administrative Writing Skills
Microsoft Excel Skills - (You don't need to be a master at excel, but you must be proficient)Microsoft Office Skills
Managing Processes
Organization
Analyzing Information
Professionalism
Problem Solving
Supply Management
Inventory Control
Verbal Communication
Education and Experience Requirements:
High school diploma plus post High School accounting training or education (A business or accounting degree is a plus)
3 years of administrative assistant experience
Knowledge of appropriate software including: QuickBooks, Microsoft Word, Excel, and Outlook, Microsoft PowerPoint and Adobe Acrobat
Vacancy expired!