JOB DESCRIPTION:
ADMINISTRATIVE ASSISTANT
AND ACCOUNTING CLERK
______________________________________________________________
Job title Administrative Assistant and Accounting Clerk
Reports to Office Manager and General Manager
Job purpose
To provide assistance to Office Manager and support Project Managers in administrative duties.
Duties and responsibilities
1. Follow and maintain current company processes and procedures
2. Answer phones and direct calls – screen solicitors and sales calls
3. Greet walk in customers – screen sales type vendors
4. Filing and organization of office supplies, paperwork, forms, etc. and assist other staff in their organization
5. Mail – Pick up, open and date stamp and distribute accordingly
6. Timecards – maintain a supply in timecard room and track timecards for service work orders
7. Packing Slips/ Invoices – Maintain a file of packing slips according to job
8. Credit Card Receipts (Visa and Gas Card) Maintain a file of receipts according to employee
9. General Clerical duties – typing up estimates, proposals, letters, etc., as required
10. License Tracking – maintain valid plumbing licenses for company and employees in towns we are working
11. Assist with Work Orders/ Change Orders
12. Receive deliveries – sign for packages and do a quick verification of what package contains
13. Assist with putting submittals and O&M manuals together as requested
14. Monitory daily purchases for accuracy – verifying pricing against original purchase orders and received quantities with packing slips to approve payment of invoice.
15. Balance and pay invoices and statements by the 10th of the following month.
16. Balance credit card statement with receipts and verify purchase needs.
17. Process weekly payroll through Quickbooks for direct deposit.
18. Process and maintain payroll reports – certified payroll
19. Monitor and track customer charges and payments
20. Monitor and track employee charges and payments – Employee A/R
Qualifications
1. High School or Technical School diploma or certificate of completion
2. 3+ Years of experience in an administrative assistant role with emphasis on bookkeeping.
3. Customer/Client Interfacing
4. Ability & willingness to work a flexible schedule as necessary to meet customer requirements
5. Good written and verbal communications skills
6. Proficient in Microsoft Office, including Word and Excel and accounting software.
Working conditions
Primarily office setting
Physical requirements
Role is typically not physically demanding.
Job Type: Full-time
Pay: $15.00 - $18.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person