OA Administrative Assistant

Description

The Outsourced Accounting (OA) Department Administrator is responsible for assisting the OA Department in managing client onboarding and billing, tracking department staff workloads, task setup, and availability, and reporting needs for the department.  This position reports to the OA Supervisor.

Essential Functions

• Track Department Staff and contractor hours, task lists, and availability for review by OA Supervisor Manage the
• Outsourced Accounting Department inbox and respond / direct emails daily
• Run or produce reporting on items such as department revenue, staff utilization and productivity, department opportunities tracking, etc
• Manage Department Task tracking software with oversight from OA Supervisor
• Oversee the entire billing process for clients, ensuring accuracy and compliance with client agreements and management of third-party billing platform.

               o  Ensure that invoices are generated and sent in a timely manner, addressing any discrepancies or issues that may arise.
               o   Monitor incoming payments.
               o   Follow up with clients on overdue payments, addressing any billing inquiries or disputes. Collaborate with department                        supervisor to resolve billing disputes.
               o   Manage the functionality and performance of the third-party billing platform used for auto-billing and payment                                    collection.
               o   Collaborate with the platform provider to troubleshoot issues and implement necessary updates or enhancements.
               o   Identify opportunities to enhance billing processes.
         •    Lead the end-to-end proposal creation process in collaboration with client-facing team members to gather necessary                           information about client requirements and engagement terms.
         •    AR Collections as needed
         •    Special projects and assignments as assigned

Competencies

• Thoroughness.
• Communication.
• Teamwork.
• Responsibility
• Organization and Time-Management.
• Problem Solving

Qualifications

REQUIRED SKILLS, ABILITIES, AND EDUCATION

• 3-5 years of experience 
• High attention to detail and follow through with excellent organizational skills
• Ability to switch from proactive, independent work to collaborative, integrated team member as the task or project demands
• Proficient in time management with an emphasis on the importance of meeting deadlines while managing multiple projects and clients
• Strong communication and analytical skills
• Advanced relationship-building skills with a priority to serving and supporting clients
• Demonstrated positive attitude even during high stress seasons
• Ability and desire to learn new software and app integrations to create job efficiencies
• Familiarity with Microsoft applications (Outlook, Excel, Word) preferred, QuickBooks Online Experience a plus