Administrative Secretary jobs in United States

SECTION I: POSITION SUMMARY

The person holding this position is responsible for contributing to the efficient and effective functioning of the finance department by executing daily tasks with strong attention to detail. The role requires appropriate accounting knowledge and excellent time management skills to ensure success. The individual will interact closely with personnel responsible for invoicing transactions across various departments and will run efficient invoicing operations according to approved policies and procedures.

SECTION II: KEY DUTIES & RESPONSIBILITIES

• Process invoices and notify the responsible personnel from respective departments to ensure accurate and timely invoice preparation in accordance with approved pricing.
• Reconcile petty cash books and record necessary journal entries to reflect cash collections accurately in bank statements.
• Process reimbursement forms and upload invoices to the Customer Portal.
• Record receipts for Showroom and Retail transactions.
• Identify discrepancies during bank reconciliations and report irregularities to the supervisor.
• Enter financial transactions into internal databases and ERP systems.
• Generate and send invoices for third-party logistics services and follow up on payments.
• Maintain digital and physical financial records.
• Assist in audits and prepare management reports, including monthly financial statements and expense reports.
• Perform customer reconciliations and verify payment accuracy.
• Monitor petty cash entries and prepare reconciliation reports monthly.
• Perform other duties as assigned and ensure confidentiality of organizational information.

Desired Candidate Profile

Educational Qualification: CA or ACCA degree

Additional Qualification: Certificate in MS-EXCEL proficiency

Experience: Minimum 2 years in an Accounting Assistant or Junior Accountant role

Skills: Attention to detail, good record-keeping, knowledge of bookkeeping procedures, proficiency in MS Excel and Microsoft Office, ability to handle confidential information, strong communication skills, and team collaboration abilities.

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