Provide administrative support to accounting department, Director of Finance and Accounting.
Prepare daily bank deposit; act as departmental petty cash custodian.
Compose and type letters, memoranda, and special reports of all levels of complexity following prescribed format, but requiring substantial judgment using PC/word processing equipment.
Perform secretarial duties such as screening telephone calls, letters and/or visitors, opening and distributing department mail, making travel arrangements, maintaining office supply inventories, and appointment calendars.
Respond to routine requests for information and refer more complex requests to the appropriate staff member.
Oversee Accounting record maintenance and general office file maintenance.
Schedule meetings, reserve meeting space, and order refreshments, as necessary.
Plan, create, and organize administrative documents of meeting minutes, notes, and other documents as required.
Distribute and maintain monthly financial reports and journal entries as assigned.
Coordinate distribution of company sponsored credit cards and phone calling cards.
Coordinate new hire/termination procedure. (Visa/Mci cancellations, Accounts Payable book update, PeopleSoft access, expense module maintenance.)
Complete time card spreadsheet summary for payroll every two weeks.
Audit vacation forms.
Maintain organizational chart.
Distribute Landmark financial package monthly.
Maintain offsite storage, annual audit and day to day inventory.
Maintain check request, expense reports, time cards forms in accounting.
Reconcile company visa card monthly.
Coordinate quarterly departmental outings.
Relieve Harriet (receptionist) for lunch one day per month.
Work on other special projects as assigned.
Associate Degree preferred, and/or the equivalent in education and experience in an Accounting administrative function.
Minimum two years progressively responsible administrative assistant experience, preferably in an Accounting Department.
Intermediate computer proficiency with Windows 95, MS Word, Excel, PowerPoint, as well as experience with a spreadsheet and presentation (including graphics) software package required.
Minimum typing ability of 60 WPM and skills in gathering information required.
Demonstrative ability in assembling, compiling, analyzing, and summarizing data desired.
Proven proficiency in moderately complex clerical, administrative, and general office duties required.
Excellent communication skills to effectively communicate and maintain confidentially coordinate administrative workflow within the department, between departments, and external sources.
Must be able to work well in a high volume and detail oriented work environment.
Professional manner and appearance, flexible attitude, and a team player.
