Administrative & Accounting Specialist | Front Desk Support

QuickStaff Contingent Workforce Solutions; Scotts Crossing (PA); On-site; USD 32,000 - 42,000; Full time

Job summary

QuickStaff Contingent Workforce Solutions is seeking an Administrative Assistant, Accounting & Receptionist to support payroll, invoicing, and office operations. The role blends accounting tasks with front-office duties in a full-time capacity.

You will handle payroll reports, prepare invoices, process vendor payments, and assist with month-end close while keeping files organized and up-to-date.

Qualifications

• Love organization, accuracy, and getting the details right.
• Can handle numbers, paperwork, and deadlines responsibly.
• Communicate professionally and enjoy helping others.
• Can switch gears between accounting tasks and front-office responsibilities.
• Take initiative, work efficiently, and bring a dependable, team-focused attitude.

Responsibilities

• Collect payroll information and prepare accurate, timely payroll reports and checks.
• Complete certified payrolls and Davis-Bacon worksheets for applicable projects.
• Enter shop and field employee hours into the shop order database.
• Process employee expense reports and manage petty cash.
• Assist with year-end tax documents and prepare new-hire paperwork packets.
• Prepare and send customer invoices as directed by management.
• Create commercial invoices when needed.
• Request and manage insurance certificates.
• Keep job files organized and paperwork right where it belongs!
• Process incoming vendor invoices.
• Prepare, print, and organize checks for mailing and payment.
• Prepare month-end reports to help the Staff Accountant close the books.
• Keep accounting records and paperwork organized.
• Assist with special reports requested by management.
• Help organize and archive prior-year files at year-end.
• Answer incoming calls and connect callers with the right people.
• Coordinate UPS orders and shipments.
• Keep the soda machine stocked and managed.
• Make sure coffee supplies are ready to fuel the team! ?
• Pitch in on additional office duties as needed.

Job description

QuickStaff Contingent Workforce Solutions is seeking an Administrative Assistant, Accounting & Receptionist to support payroll, invoicing, and office operations. The role blends accounting tasks with front-office duties in a full-time capacity.

You will handle payroll reports, prepare invoices, process vendor payments, and assist with month-end close while keeping files organized and up-to-date.