Office manager/administrative assistant job description

1. Process accounts payable and receivable including: enter and verify bills, invoices, and purchase orders, ensuring compliance with financial guidelines established by ownership.

a. Process payments, deposits, and post into system

b. Reconcile checking, savings, customer and vendor accounts

c. Set up and maintain financial records in paper and cloud-based file system

d. Make journal entries into accounting system

2. Process payroll/timecards and make sure that all staff are correctly returning timecards and other reports

3. Maintain confidentiality regarding organization’s financial and personnel information

4. Provide direct administrative support as needed, including scheduling appointments, meetings, and events, maintaining filing system, handling incoming/outgoing mail, and keeping all employee records updated

5. Prepare monthly, quarterly, and annual financial statements for review by ownership and third party accountant.

6. Continue an efficient office by maintaining the appearance of common areas, organizing procedures, methodical scheduling, managing filing systems, and keeping watch over supplies and equipment

7. Continuously improve systems and processes

Office Administration

1. Sage Accounting experience preferred but general accounting software experience is mandatory

2. Payroll processing experience

3. Proficient use of

a. Microsoft Office Suite of products including Word (including the use of tables), Excel, and Outlook;

b. Adobe Pro including converting other types of documents into .pdf, compiling .pdf documents; paginating and searching .pdf documents

c. Cloud-based computing solutions

d. Effective communication skills (orally and in writing) in English

4. Strong organizational skills.

5. Consistently maintains a professional demeanor, appearance, and work environment.

6. Strong time-management, people skills, flexibility, and ability to multitask.

7. Optimistic outlook and engaging personality

Education and Experience

Required:

1. An associate’s degree or two years college coursework.

2. Or Two to five years of progressive experience and responsibility in a bookkeeping and administration position

3. Advanced computer skills and experience with online platforms

4. Proficient in Microsoft Office, with aptitude to learn new software and systems.

Preferred:

1. A bachelor’s degree in accounting or other business field.

2. Previous success in office management

3. Experience developing internal systems

4. Ability to handle confidential information

5. Understanding or the ability to utilize the Spanish language.

Supervisor Responsibility

This position has no direct supervisory responsibilities.

Work Environment

Work is regularly performed in an office environment but is located in a rural area.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk, hear, and see. The employee is frequently required to sit and stand; walk; use hands to type; reach and lift minimal weight (Less than 30 lbs.)

Position Type/Expected Hours of Work

This will be a full-time position from $37,500 + 401K per year based on experience

Travel

No travel is expected for this position.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice

We are a successful local business that truly values our employees . We pay our Administrative Assistants / Office Managers a competitive wage of $18 - $25/hr , depending on experience. Our team also enjoys great benefits , including 1 week of paid time off (PTO). Plus, we make it easy to apply with our initial quick mobile-optimized application . If we have your attention about this opportunity to utilize your customer service skills, please continue reading about this clerical position!

ABOUT SMITH AND COMPANY PAINTING, INC.

Since 1960, our family-run business has provided 5-star service to residential and commercial customers. We built our company on the simple belief that quality and accountability lead to success. With decades of experience, our team is skilled at interior, exterior, and industrial painting, as well as floor resurfacing and epoxy repair. We take great pride in our craftsmanship and are committed to doing things right the first time.

We recognize that our dedicated crew is at the heart of all our achievements. We work together as a team and have a culture of respect and kindness. To show our appreciation to our crew members, we offer competitive wages and the opportunity for growth . We hope you'll join our team!

ARE YOU A GOOD FIT?

Ask yourself: Do you have the drive to continually learn and improve? Can you provide professional customer service with a positive attitude? Are you able to effectively prioritize tasks? If so, please consider applying for this Administrative Assistant / Office Manager position today!

YOUR LIFE AS AN ADMINISTRATIVE ASSISTANT / OFFICE MANAGER

This full-time clerical job has a typical schedule of Monday - Friday, 8 am - 5 pm .

As an Administrative Assistant / Office Manager, you streamline our day-to-day operations and keep our business running smoothly! Thanks to you, work flows seamlessly from the point of sale to production. New clients appreciate your friendly demeanor as you walk them through the onboarding process. An excellent communicator, you serve as the liaison between our field crew and customers as you answer phone calls and respond to emails. When a problem arises, you take ownership of the issue and quickly resolve it in a professional manner.

Your organizational and clerical skills serve you well as you prioritize the workflow of our business. You have the important responsibility of coordinating with our field staff to create the production schedule and manage the logistics of booking various crews. During daily huddles and weekly meetings, you provide updates on material orders, invoicing, and job schedules. Team members can count on you to obtain deposits, acquire permits, collect client signatures, and correctly file documents in job folders. Your computer skills come in handy as you submit invoices, perform data entry tasks, and track sales. Trustworthy and attentive to detail, you review employee timecard data and submit hours for payroll approval.

You take an active interest in the company's well-being and participate in recruiting the best employees by posting job ads, screening applicants, and scheduling interviews. As a valued team member, you know your feedback is welcomed, and you assertively share your insights to assist upper management with improving our processes. You feel great knowing that your efforts are essential to our business, and you find satisfaction in helping others each day !

WHAT WE NEED FROM YOU

• 2+ years of office management experience
• Customer service experience

If you can meet these requirements and perform this clerical job as described above, we would be happy to have you as part of our team!

Location: 97128

Must be 21 years of age or older and have a high school diploma or GED. Must be capable of communicating well in both verbal and written form. Demonstrate supervisory skills, ability to prioritize work, and complete all assigned program documentation accurately and within the allotted time frames. Have good judgment and able to handle crisis situations. Have excellent public relations skills in working with a variety of outside professional and state employees. Need to have a flexible schedule to accommodate client office needs. Able to understand and manage personnel issues and deal with others in a positive manner. Complete all initial and on-going training requirements within established time frames and maintain a valid driver's license. Must be able to pass a Criminal Background Check, as well as a MVR check for driving.

DESIRED REQUIREMENTS:

• Experience and or equivalent education in working with handicapped individuals.
• Understanding of policies.
• Have good judgment and able to handle crisis situations.
• Have good general writing skills and can articulate oneself on a variety of issues.
• Able to understand and manage personnel issues and deal with others in a positive manner.
• Need to have a flexible schedule to accommodate people's needs.
• Excellent interpersonal and communication skills to deal effectively with employees and clients
• Demonstrate professional phone etiquette working with employees, outside professionals, and state employees
• Ability to create simple documents and formal letters
• Ability to manage HR and medical functions.
• Ability to prioritize multiple projects and demonstrate time management skills
• Ability to work effectively in team to delegate projects

• Proficient in the use of email, Word, Excel and comfortable using a copy and fax machine

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