Administrative Asistant

Job Overview: Provide high-level administrative support by maintaining payroll and bookkeeping, office ordering/stocking, mail handling, information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings and various other assigned tasks.

RESPONSIBILITIES:

Payroll Duties:

1. Maintain an orderly accounting filing system.

2. Receive, approve and/or decline vendor invoices.

3. Monitor, input, code and pay any debt as it comes due for payment.

4. Comply with local, state, and federal government reporting requirements.

5. Remit monthly sales tax to the government.

6. Record cash receipts and make bank deposits.

7. Conduct a monthly reconciliation of all bank accounts.

8. Conduct periodic reconciliations of all accounts to ensure their accuracy.

9. Process payroll downloads in a timely manner.

10. Prepares financial statements and reports, including profit and loss statement and balance sheets.

11. The bookkeeper position creates financial transactions and creates financial reports from that information.

12. The bookkeeper also reconciles accounts to ensure their accuracy.

13. Assist external accountant with tax return preparation.

14. The creation of financial transactions includes posting information to accounting journals or accounting software from such source documents as invoices to customers, cash receipts, and vendor invoices.

15. Calculate and issue financial analysis of the financial statements monthly.

16. Calculate variances from the budget and report significant issues to management.

17. Maintain the petty cash fund.

18. Provideclerical and administrative support to management as requested.

19. Maintains strictest confidentiality.

20. This position is considered to be safety sensitive.

21. Participation in new hire and annual training is a condition of employment.

22. Other duties as assigned.

CEO Assistant Tasks

1. Manage and maintain Chief Executive Officer’s (CEO) calendar and schedule.

2. Retrieve CEO’s voicemails and pass on any urgency messages via email.

3. Compose reports, memos, letters, and other documents on behalf of and at request of CEO using Word, Excel, PowerPoints or other software as indicated based on need.

4. File, retrieve and maintain corporate documents, contracts and other confidential documents on assigned network drives.

5. Prepare agendas and make arrangement for all executive meetings held by CEO including minutes and filing of agendas and minutes once approved.

6. Make travel arrangements for CEO and Executive Board members as needed.

7. Scheduling and organizing CVAM events, programs, and activities as needed. Coordinate outside events for CEO and Executive Team as needed.

8. Place all supply orders monthly to maintain all CVAM location supplies and ordering needs. All orders will be approved by CEO. Stocking supplies as need once orders arrive.

9. Oversee all external vendor accounts for all CVAM locations. Including all property management issues.

10. Maintain all Toshiba ink cartridge supplies for all CVAM locations. Mail Toshiba cartridges for recycling for all locations.

11. Mail Distribution to appropriate departments, locations, providers and management team for review and record reconciliation. Prepare outgoing mail and correspondence, including email and fax.

12. Special tasks and/or errands as requested by the CEO.

13. Must have excellent communication skills with both internal and external customers.

14. Must have the ability to effectively deal with stressful situations in a calm and productive manner, while maintaining the highest degree of customer satisfaction.

15. Must sign Confidentiality Agreement and uphold terms at all time to maintain strictest confidentiality.

16. Other duties as assigned.

Human Resources Assistant Duties:

1. Assign new hire badges and alarm codes as requested by the CEO and/or Director of Human Resources.

2. Back up for onboarding new hires with directions from Director of Human Resources.

3. Prepare all new hire paperwork and email correspondence for new hires and direct leads.

4. Prepare all separation documentation and file appropriately.

5. Maintain all company asset forms and file in personnel files by direction of Director of Human.

6. Maintain all filing in employee personnel files to keep files up to date.

7. Maintain all licensure and certification due dates and filings for employees.

Job Type: Full-time

Pay: From $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• Mesa, AZ 85206 (Required)

Ability to Relocate:

• Mesa, AZ 85206: Relocate before starting work (Preferred)

Work Location: In person

Salary : $60,000