Administrative Assistant

SUMMARY

Responsible for the processing of bills (payables), sales orders, and other accounting operational tasks. Responsible for answering the company phones and greeting visitors.  Serve as the first point of contact for new visitors and callers to the company. 

DUTIES AND RESPONSIBILITIES

• Answer the phones in a friendly, helpful, and efficient manner.
• Greet vendors, customers, applicants, etc. and direct them to the appropriate company personnel.
• Keep track of the whereabouts of key personnel and process their calls and messages.
• Distribute company mail.
• Assist with various accounting and bookkeeping functions.
• Comply with company policies and procedures.
• Review bills for payment (match invoices with purchase orders). Check for proper approvals and authorizations. Enter and process payments. 
• Maintain vendor files.
• Process customer credit applications and maintain related files.
• Order lunches/gifts/etc. as necessary
• Monthly audit of office supplies: Order what is needed.
• Additional duties as assigned by management.

EDUCATION and/or EXPERIENCE

• Post-secondary educational degree (2 to 4 year degree from college, university, technical school, military, vocational or other advanced educational institution) REQUIRED
• Two years general office experience
• Proven ability to solve accounting problems
• Candidates are PREFERRED who offer the following:
• Experience in manufacturing environment
• Experience in using accounting software
• Experience in cost accounting
• Experience with SAP
• Experience with Microsoft Office
• At least 6 or more months of experience as a front desk receptionist
• Self-motivated; ability to work with minimal supervision

PERFORMANCE MEASUREMENTS

• Operating standards - The employee will need to meet or exceed the Operating Standards set in the areas of quality, cost, safety, planning, customer satisfactions, supervision, efficiency, and productivity. Such standards will be set annually and communicated to the manager.
• Personal growth - Each year there will be professional goals developed and agreed to by the manager and supervisor.
• Employee relations – The employee will be evaluated regarding his/her behaviors associated with appropriate human interaction, respect, and communication.
• Creativity – This will be evaluated by how active the employee is in participating in advancing the business through new and innovative ideas.

LANGUAGE SKILLS

Ability to read and interpret financial statements, general business periodicals, professional journals, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to communicate effectively with customers and employees of the company. 

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, volume, and net present value. 

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. 

TECHNICAL SKILLS

Computer literate (MS Office including Word and Excel as well as accounting software)

Proficient knowledge and application of accounting principles

Quality standards – both ISO and QS

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the functions of this job.

PHYSICAL DEMANDS

Employee is regularly required to walk and talk and hear.  The employee is frequently required to stand; use hands to finger, handle, or feel; and reach with hands and arms.  The employee is occasionally required to sit.  Vision requirements include:  close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Equal Employment Opportunity/Affirmative Action Employer/Veterans/Disabled.

Come Join Our Growing Team!