Administrative Assistant

Administrative Assistant

Requirements

• High school diploma or GED with a clear understanding of general math and the ability to read, write and comprehend written and verbal English.
• One to three years internal or directly related experience with knowledge of departmental function, terminology and interrelationships.
• Must demonstrate effective oral and written communication skills with good vocabulary, good grammar and the ability to independently compose routine written communications.
• PC skills with good working knowledge of MS Word, MS PowerPoint, MS Excel, Google Docs, Google Sheets, Google Drive and other departmental software programs.
• Must demonstrate ability to pay close attention to details, and present good planning, organization, and time management skills.
• Must be able to work effectively with interruptions and meet or exceed production and quality goals.
• Ability to handle confidential or sensitive information or issues.
• Must demonstrate ability to work in a team environment and willingness to assume additional or new responsibilities readily.

Responsibilities

• Performs clerical and administrative duties including typing documents, correspondence and reports for their assigned department.
• Enters data from various sources to maintain and update various databases and spreadsheets.
• Creates, runs and distributes standard and customized periodic reports, to communicate follow-up requirements and to summarize reports, etc.
• Screens telephone calls and visitors. Answers basic questions and provides information.
• Maintains organized computer and/or hard copy files for easy identification and retrieval.
• Maintains inventory and proper documentation of parts used and/or restocked.
• Schedules & maintain calendar of meetings & travel itineraries.
• Create accurately coded requisitions for purchases by sites.
• Create change orders as needed to adjust PO’s for pricing/quantity variances.
• Process and void receipts timely and accurately as needed.
• Reconcile invoices against purchases.
• Close and reopening PO’s when necessary.
• Create subcontract agreements with accurate information from legal templates.
• Communication with the tax team on non-taxable items where the system has recognized tax and/or recognizing the lack of tax on vendor invoices.
• Utilize software program to clear invoices that are missing purchasing information/non PO receipts.
• Clear GRIR on PO’s to clear residuals.
• Read and understand contract language for your site(s) to correctly assign coding to the right accounts for purchases.
• Complete monthly reconciliation of credit card usage through software program.
• Understand and verify subcontract agreements with vendors as needed.
• Manage and deliver fixed fee invoices to the client in a timely manner.
• Accurately process billable items to the client on a monthly basis.
• Understand contract language in regard to dates and format invoices shall be submitted.
• Manage the documents for invoice and back up support submitted to client.
• Understand accrual accounting methods.
• Full understanding of how to read month end financial reports.
• Monthly reconciliation of general ledgers and reallocation of incorrect items.
• Address and Reclass items that are not located under the correct coding.
• Review monthly reconciliation.
• Book travel and accommodation for site staff.
• Obtain fleet insurance cards.
• Audit fuel cards and vehicle use.
• Know how/where to obtain Bonds and COI.

Preferred Qualifications

No preferred qualifications provided.