Administrative Assistant

The Administrative Assistant in Accounting provides administrative and clerical support to the Chief Financial Officer and accounting department. This position interfaces with other team members and other departments, vendors/contractors, representatives from financial institutions, auditors, the Trustee, and others.

Essential Duties & Responsibilities:

• Provides administrative support for the department including but not limited to answering phones and taking messages or directing calls, faxing, or scanning documents, generating correspondence, completing accounting documents or processing invoices.
• Utility management – reviews and codes utility invoices and enters in scanning system for approval
• Reconciliation of monthly credit card charges
• Reconciliation and payment of Home Depot account
• Receives and distributes accounting department mail and statements daily and prepares outgoing mail and overnight packages.
•  Collects, compiles, and analyzes moderately complex data and information. Processes checks from Accounts Payable; puts together invoices, checks and folders. Distributes checks for signature and once approved follows the internal protocols prior to filing. Prepares spreadsheet for accounts receivable tracking of checks mailed.
•  Scans invoices/checks and maintains scanning files for department.
•  Mails and tracks real estate tax payments and receipts for various properties.
•  Maintains Inventory of department supplies.
•  Maintains tax file and spreadsheet for taxes prepared by outside tax accountants. Prepares federal and state tax documents for signing by owner, processes requests for payment checks and establish payments, if applicable.
•  Maintains vault files for legal documents, closing books, and taxes.
•  Responds to routine questions. Greets, screens, and directs visitors to an appropriate staff member.

Qualifications

• Five years of experience in an administrative support
• High school diploma or equivalent required, with accounting experience preferred
• Proficiency with Microsoft Office 365, Excel and MS Teams
• Working knowledge of business processes and procedures
• Organization and time management capabilities
• Basic understanding of accounting and financial principles/processes
• Ability to analyze data and use basic reasoning skills
• Strong interpersonal and communication skills with ability to maintain confidentiality.