Administrative Assistant

The Administrative Assistant plays a crucial role in facilitating smooth operations within the organization by handling a diverse range of administrative tasks. They provide dedicated support to the Human Resources, Accounting, and Projects Departments, expertly managing activities such as generating detailed reports, overseeing employment processes, and processing accounts payable and receivable transactions. This position requires effective communication, as the Administrative Assistant interacts with employees and management at all levels, fostering a collaborative and efficient work environment. Their ability to manage multiple responsibilities seamlessly contributes significantly to the overall functionality of the organization.

Essential Functions

• Provide comprehensive support to managers, employees, and office visitors, ensuring a welcoming and efficient work environment.
• Organize and facilitate various employee engagement activities, including awards ceremonies and recognition programs, to foster a positive workplace culture.
• Maintain confidential personnel files with meticulous attention to detail, documenting all personnel actions accurately to comply with company policies and legal regulations.
• Actively participate in all corporate-led training initiatives, enhancing personal skills and fostering continuous improvement within the organization.
• Receive, verify, and ensure the accuracy of vendor invoices by cross-referencing with purchase orders and receipts, obtaining the necessary payment approvals to maintain good vendor relationships.
• Accurately enter and post invoices into the accounting system, ensuring that all financial records are up-to-date and reflecting the latest transactions.
• Conduct thorough research and analysis to resolve outstanding accounts payable discrepancies, collaborating with vendors and internal teams as needed to address any issues.
• Prepare detailed and well-organized spreadsheets as required for reporting, analysis, and decision-making purposes.
• Maintain an orderly and accurate system for accounting files, ensuring that all documentation is easily accessible and complies with company standards for record-keeping.
• Other job duties as assigned

Qualifications

• A High School Diploma or its equivalent is required.
• Proficiency in both English and Spanish is preferred, but not mandatory.
• A minimum of 3 to 5 years of relevant office experience is preferred.
• Proficiency in Microsoft Excel, Word, PowerPoint, and Outlook is essential.
• Experience in data entry is beneficial.
• The candidate must demonstrate the ability to work with minimal supervision, effectively engage with all levels of management, and uphold strict confidentiality.
• Strong analytical, verbal, written, interpersonal, and organizational skills are required.
• The individual must possess the capability to thrive in a fast-paced environment with groups and exhibit flexibility.

Competencies

1. Communication.
2. Ethical Practice.
3. Relationship Management.

Supervisory Responsibility

This position has no supervisory responsibilities.

Physical Demands

The physical requirements outlined herein are indicative of those that an employee must fulfill to successfully carry out the essential functions of this

While engaging in the responsibilities associated with this role, the employee is routinely required to type, organize files, or lift office supplies weighing up to 20 pounds. Additionally, the employee is frequently required to stand, engage in conversation, and respond to auditory stimuli.

All applicants are considered for all positions without regard to race, religion, color, sex, gender, sexual orientation, pregnancy, age, national origin, ancestry, physical/mental disability, medical condition, military/veteran status, genetic information, marital status, ethnicity, alienage or any other protected classification, in accordance with applicable federal, state, and local laws. By completing this application, you are seeking to join a team of hardworking professionals dedicated to consistently delivering outstanding service to our customers and contributing to the financial success of the organization, its clients, and its employees. Equal access to programs, services, and employment is available to all qualified persons. Those applicants requiring accommodation to complete the application and/or interview process should contact a management representative.