AdministrativeExecutive Assistant
Location
Canton, MI | United States
Job description
A wellestablished accounting firm is seeking to hire an Administrative/Executive Assistant to support them during the tax season. This person will be doing mostly clerical work (making copies answering phones running errands) and supporting their current Administrative Assistant who works with the CPAs. The ideal candidate has 13 years of administrative experience working in a professional environment preferably has a background in the financial services or legal industry and possesses strong communication skills.
RESPONSIBILITIES:
- Oversees all aspects of general office coordination.
- Responsible for basic intake of social service new residents.
- Responsible in maintaining open communication between units via reporting structure.
- Maintains confidentially in all aspects of residents vendors and visitors.
- Answers telephones and transfers to appropriate staff.
- Interacts with residents vendors and visitors.
- Maintain administrative calendars.
- Distributes incoming correspondence including faxes and email.
- Signs for and distributes UPS/FedEx or similarly delivered packages.
- Perform general clerical duties to include but not limited to coping faxing mailing &filing.
- Files and retrieves organizational documents records and reports.
- Provides coverage for other areas as directed/needed.
- Maintains all administrative records logs binders data entry telephones and office keys.
- Sets up ad coordinates meetings and Conferences.
- Support staff in assigned projectbased work.
- Adheres to safety policy while supporting the organization in a clean safe and hazard free working environment.
- Compiles transcribes and distributes minutes of meetings.
- Creates and modifies documents such as invoices reports memos and letters using processing spreadsheet database and/or other presentation software such as Microsoft Office.
Requirements
- Associate degree required; bachelor s degree preferred.
- Prior experience working in a financial services or law office setting.
- Proficiency in Microsoft Office (Word Excel Power Point & Outlook) required.
RESPONSIBILITIES: Assist with billing service work in an accurate & timely manner Close service work order jobs daily/weekly to meet monthly revenue goals Ensure funds are collected prior to invoicing Manage Service Dept. employee pay records Review all posted labor to work orders for hourly employees daily Review and approve hourly employee payroll records daily Provide weekly payroll report to the Payroll Dept. Provide Payroll Dept. detail required for Certified Payroll/Prevailing Wage work orders Ensure receipt of technician service reports Issue purchase orders for all outside purchases Resolve vendor inquiries for payments and discrepancies Handle inbound calls & ensure calls are appropriately rerouted Distribute interoffice billing Maintain filing system and compose correspondence QUALIFICATIONS: Strong computer skills (proficiency with Microsoft Office and other software applications) Proven mathematical capability Strong oral and written communication skills Proven organizational skills and ability to multitask
Job tags
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