Administrative Assistant

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Job description

Job Title: Administrative Assistant/Accounting Clerk

Department: Accounting

Job Summary: To facilitate the efficient and smooth day-to-day operation of our office, ensure that the company receives payment for goods and services offered to customers, and monitor the outflow of capital.

Essential Duties and Responsibilities:

• Answers and transfers phone calls.
• Welcomes and assists customers in person and over the phone.
• Maintains office, lunchroom, and conference room supplies and coordinates maintenance of office equipment. Maintains brochures updated and in stock.

• Coordinates architect and contractor firm's outreach functions and meetings.
• Prepares, posts, verifies, and records customer payments and transactions related to accounts receivable.
• Creates invoices according to company practices; submits invoices to customers.
• Maintains filing systems as assigned.
• Scans documents to appropriate folders.
• Maintains and updates customer files, including name or address changes, mergers, or mailing attentions.
• Drafts correspondence for standard past-due accounts and collections, identifies delinquent accounts by reviewing files, and contacts delinquent account holders to request payment.
• Creates reports regarding the current status of customer accounts as requested.
• Researches customer discrepancies and past-due amounts with the owner's and other staff's assistance.
• Collaborates with the owner to reconcile accounts receivable periodically (at least bimonthly).
• Assists in generating monthly billing statements based on the general ledger.
• Assists owner in reconciling revenue accounts each month.
• Copies, files, and retrieves materials for accounts receivable as needed.
• Relays changes of information to appropriate employees.
• Receives and verifies expense reports; reconciles expense and other financial reports with account balances and other office records.
• Facilitates vendor payment, which may include verifying federal ID numbers, reviewing purchase orders, and resolving discrepancies.
• Ensures outstanding obligations are credited upon payment, identifies discount opportunities, and issues purchase order amendments or stop-payment orders as needed.
• Assists with accounting records and ledgers by reconciling monthly statements and transactions.

Education and Experience:

• High school diploma or equivalent required; Associate's or Bachelor's degree in Accounting preferred.
• At least two years of related experience is required.

All qualified applicants will receive consideration without regard to race, age, color, sex (including pregnancy), religion, national origin, disability, sexual orientation, gender identity, marital status, military status, genetic information, or any other status protected by applicable laws or regulations.

GPAC (Growing People and Companies) is an award-winning search firm specializing in placing quality professionals within multiple industries across the United States since 1990. We are extremely competitive, client-focused and realize that our value is in our ability to deliver the right solutions at the right time.

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