The following will provide a summary of Administrative Assistant Essential Tasks.
Experience level knowledge of Quicken, Excel, Outlook, MS Word and MS Office will be required for this position. All bookkeeping ledgers are maintained as Excel Ledgers for A/Ps and A/Rs.
Primary Responsibility: Administrative Assistant
A. Daily & Periodic Assignments.
A.1 File Receipts – update daily
A.2 File A/Ps Bills & Invoices – update daily
A.3 Clear Phone Voice Mail: 8:00 am / every morning; 2:00 pm / every afternoon.
A.4 Pick-up Mail – Daily: 11:00 am – 12:00 pm.
A.5 Distribute & File Incoming Mail – Daily.
A.6 Record A/Rs – Incoming Checks Upon Receipt.
A.7 Deposits to Bank – prior to 2:00 pm for Recording on Day of Receipt.
A.8 Finalize Pending Invoices / DWC-21s / Standard Invoices.
A.9 Prepare Mail-Outs / Envelopes / Postage.
A.10 Respond to E-mail / Answer Phones / Distribute Phone Messages / Forward E-Mail.
A.11 Update All Hard-Copy Check Registers – Daily.
A.12 Update All Quicken Check Ledgers – Daily.
A.13 Log Daily Time Sheet / Entry of Basic Hours / Include Mileage.
A.14. Collections Calls and Letters, weekly on schedule and diary.
B. Maintain Priority Project Lists of projects pending assignments and deadlines that may include:
B.1 Update A/Ps and A/Rs Excel Ledgers.
B.2 Case Load / Diary Status: multiple counselors.
B.3 Case Follow-up Status Account Receivables
a. Collection Calls Re: Unpaid Invoices.
b. Submission of Duplicate, Corrected, Electronic Copy Invoices.
B.4 Scheduling Calls: Client Interviews, Seminars, Conferences.
B.5 File / Case Records Requests.
Job Type: Full-time
Pay: $18.00 - $25.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Education:
- High school or equivalent (Required)
Experience:
- Administrative Assistant: 4 years (Required)
- Microsoft Office: 5 years (Required)
Ability to Commute:
- Saint Petersburg, FL 33709 (Required)
Ability to Relocate:
- Saint Petersburg, FL 33709: Relocate before starting work (Required)
Work Location: In person