Administrative Assistant

Butler National Corporation; Kansas City (MO); On-site; USD 36,000 - 54,000; Full time

Job summary

Butler National Corporation in Kansas City, MO, seeks an Administrative Assistant to be the first contact for visitors and calls and to provide office and basic accounting support. The role includes front-desk duties, filing, invoicing, AP/AR, and calendar coordination.

Ideal candidates are organized, detail-oriented, and discreet with confidential information. This position requires a high school diploma, proficiency with MS Office, and the ability to manage multiple priorities in a

Qualifications

• High school diploma or equivalent required.
• Associate degree or coursework in accounting, business administration, or a related field preferred.
• Experience in receptionist, administrative, bookkeeping, or accounting support roles preferred.
• Basic understanding of accounts payable, accounts receivable, invoicing, and general accounting practices.
• Proficiency with Microsoft Office, Outlook, Word, and Excel.
• Experience with accounting or ERP software preferred.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.
• Professional demeanor and customer-service orientation.
• Ability to handle confidential information with discretion.

Responsibilities

• Greet visitors, determine the purpose of their visit, and direct them to the appropriate individual or department.
• Answer, screen, and route incoming telephone calls in a professional manner.
• Monitor shared email accounts and distribute correspondence as appropriate.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Prepare outgoing mail and coordinate courier or shipping services.
• Maintain the reception area and other shared office spaces in a professional and orderly condition.
• Schedule appointments, coordinate meetings, and assist with maintaining calendars.
• Prepare letters, reports, spreadsheets, forms, and other business documents.
• Maintain electronic and paper filing systems.
• Order and monitor office supplies and assist with vendor coordination.
• Provide general administrative support to management and other departments as needed.
• Assist with processing accounts payable and accounts receivable transactions.
• Enter invoices, payments, receipts, and other financial information into the appropriate accounting system.
• Review invoices and supporting documentation for completeness and accuracy.
• Prepare customer invoices and statements as directed.
• Assist with matching purchase orders, invoices, receiving documentation, and payment records.
• Maintain organized and accurate accounting files and supporting documentation.
• Assist with payment follow-up and communicate with customers or vendors regarding routine account questions.
• Prepare deposits and record incoming payments as assigned.
• Assist with credit card and account reconciliations.
• Support month-end reporting and other accounting activities as requested.
• Maintain confidentiality of financial, employee, customer, and company information.

Skills

Microsoft Office

Communication

Organization

Attention to detail

Customer-service

Education

High school diploma

Associate degree in accounting or related field preferred

Tools

Microsoft Office Suite

Outlook

Excel

Word

Job description

Job Description

Butler National Corporation is an aerospace-focused holding company that delivers engineering, aircraft modifications, electrical systems integration, commercial and defense electronics, and professional management services. Our businesses support commercial operators, defense partners, and original equipment manufacturers. Our primary operations include Avcon Industries, BNC Tempe, and the professional services segment anchored by the Boot Hill Casino. Together, these businesses combine advanced engineering with reliable service delivery to support long-term growth.

The Administrative Assistant serves as the first point of contact for visitors and callers while providing administrative and basic accounting support to the organization. This position is responsible for maintaining a professional and welcoming front-office environment, coordinating routine office activities, and assisting with accounts payable, accounts receivable, invoicing, recordkeeping, and other financial administrative tasks.

The ideal candidate is dependable, organized, detail-oriented, and comfortable managing multiple priorities while handling business and financial information with professionalism and confidentiality.

Essential Functions

Reception and Administrative Support

• Greet visitors, determine the purpose of their visit, and direct them to the appropriate individual or department.
• Answer, screen, and route incoming telephone calls in a professional manner.
• Monitor shared email accounts and distribute correspondence as appropriate.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Prepare outgoing mail and coordinate courier or shipping services.
• Maintain the reception area and other shared office spaces in a professional and orderly condition.
• Schedule appointments, coordinate meetings, and assist with maintaining calendars.
• Prepare letters, reports, spreadsheets, forms, and other business documents.
• Maintain electronic and paper filing systems.
• Order and monitor office supplies and assist with vendor coordination.
• Provide general administrative support to management and other departments as needed.

Accounting Support

• Assist with processing accounts payable and accounts receivable transactions.
• Enter invoices, payments, receipts, and other financial information into the appropriate accounting system.
• Review invoices and supporting documentation for completeness and accuracy.
• Prepare customer invoices and statements as directed.
• Assist with matching purchase orders, invoices, receiving documentation, and payment records.
• Maintain organized and accurate accounting files and supporting documentation.
• Assist with payment follow-up and communicate with customers or vendors regarding routine account questions.
• Prepare deposits and record incoming payments as assigned.
• Assist with credit card and account reconciliations.
• Support month-end reporting and other accounting activities as requested.Maintain confidentiality of financial, employee, customer, and company information.

Additional Responsibilities

• Communicate professionally with employees, customers, vendors, and visitors.
• Assist with special projects and operational needs.
• Follow established company policies, accounting procedures, and internal controls.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Associate degree or coursework in accounting, business administration, or a related field preferred.
• Previous experience in a receptionist, administrative, bookkeeping, or accounting support role preferred.
• Basic understanding of accounts payable, accounts receivable, invoicing, and general accounting practices.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Experience with accounting or enterprise resource planning software preferred.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.
• Professional demeanor and customer-service orientation.
• Ability to handle confidential information with discretion.

Physical Requirements

• Ability to remain in a stationary position for extended periods.
• Ability to operate standard office equipment, including a computer, telephone, printer, and scanner.
• Ability to occasionally lift and carry office materials weighing up to 25 pounds.

Work Environment

This position is performed primarily in a professional office environment and requires regular interaction with employees, visitors, customers, and vendors.