What are the responsibilities and job description for the Part-time Administrative Assistant position at OTA?
Job Title: Part-Time Administrative Assistant
Job Summary: We are seeking a reliable and detail-oriented Part-Time Administrative Assistant to join our team. The ideal candidate will have proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and QuickBooks accounting software. This position requires excellent organizational skills, strong communication abilities, and a proactive attitude to assist with day-to-day office operations, administrative support, and basic accounting tasks.
Key Responsibilities:
- Provide administrative support to management and team members, including answering phones, responding to emails, and scheduling appointments.
- Maintain office files and records, ensuring all documents are organized and easily accessible.
- Manage and update calendars, arrange meetings, and prepare necessary materials.
- Assist with invoicing, processing payments, and managing accounts payable/receivable using QuickBooks.
- Prepare basic financial reports and track budget expenditures.
- Handle general office duties such as ordering office supplies, mail handling, and maintaining office equipment.
- Assist with creating and editing documents, presentations, and spreadsheets using Microsoft Word, Excel, and PowerPoint.
- Support project management tasks as needed, ensuring deadlines are met and tasks are completed efficiently.
- Handle customer inquiries and direct them to the appropriate department or individual.
- Perform other duties as required to support office operations and ensure smooth workflow.
Qualifications:
- Proven experience as an administrative assistant or similar role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong working knowledge of QuickBooks accounting software.
- Excellent communication skills, both written and verbal.
- Strong attention to detail and organizational skills.
- Ability to multitask and prioritize tasks effectively.
- Comfortable working independently and as part of a team.
- High school diploma or equivalent; associate degree or relevant certification preferred.
- Prior experience in an office environment preferred.
