Administrative Assistant

Refractory Service, Inc.; Town of Jackson (WI); On-site; USD 38,000 - 58,000; Full time

Job summary

Refractory Service, Inc. is seeking an Administrative Assistant to maintain accurate records, support accounting activities, and welcome customers, vendors, visitors, and team members. The role emphasizes attention to detail and responsive service to keep day-to-day operations running smoothly.

You will manage Excel reports, assist with invoicing, and handle confidential information with professionalism while collaborating across departments to meet deadlines and priorities.

Qualifications

• High school diploma.
• Strong proficiency in Microsoft Office applications (Excel, Outlook, Word).
• Experience working with databases and business systems.

Responsibilities

• Keep the team organized with up-to-date Excel spreadsheets, reports, and tracking systems that support departmental activities, reporting requirements, and deadlines.
• Support timely, accurate accounts payable and accounts receivable processing.
• Reconcile company credit card transactions and ensure expenses are accurately coded, documented, and submitted.
• Assist with invoice processing and account maintenance, and help resolve payment questions.
• Enter and maintain records in accounting software and other company systems.
• Handle confidential information with discretion and professionalism, and help resolve conflicts or urgent situations as they arise.
• Build positive relationships with customers, vendors, and teammates through exceptional service and timely follow-up to gather needed information.
• Draft, proofread, edit, and distribute business correspondence and other documents.
• Assist with special projects and additional administrative duties as assigned.
• Receptionist duties: answer and direct calls, respond to inquiries, screen visitors, and greet guests professionally.
• Receive, sort, and distribute incoming mail and deliveries.

Skills

Microsoft Excel

Microsoft Outlook

Microsoft Word

Databases

Education

Associate degree in Office Administration, Accounting, Business Administration, or a related field

Notary Public certification

Job description

Enjoy keeping details organized and helping people get what they need?

Bring those strengths to RSI (Refractory Service, Inc.) as an Administrative Assistant. You'll help keep day-to-day operations running smoothly - from maintaining accurate records and supporting accounting activities to welcoming customers, vendors, visitors, and team members. If you take pride in getting the details right and providing helpful, responsive service, this role puts those strengths to work.

What You'll Do

1. Keep the team organized with up-to-date Excel spreadsheets, reports, and tracking systems that support departmental activities, reporting requirements, and deadlines.
2. Help keep financial transactions on track by supporting timely, accurate accounts payable and accounts receivable processing.
3. Put your attention to detail to work reconciling company credit card transactions and ensuring expenses are accurately coded, documented, and submitted.
4. Support invoice processing and account maintenance, and help resolve payment questions and
5. Keep information accurate and organized by entering and maintaining records in accounting software and other company systems.
6. Handle confidential information with discretion and professionalism, and help resolve conflicts or urgent situations as they arise.
7. Build positive relationships with customers, vendors, and teammates through exceptional service and timely follow-up to gather needed information.
8. Help the team communicate clearly by drafting, proofreading, editing, and distributing business correspondence and other documents.
9. Assist with special projects and additional administrative duties as assigned.
10. Create a welcoming first impression as the primary receptionist: answer and direct calls, respond to inquiries, screen visitors, and greet guests professionally.
11. Receive, sort, and distribute incoming mail and deliveries.

What You'll Bring

Required Qualifications

• High school diploma
• Strong proficiency in Microsoft Office applications, including Excel, Outlook, and Word
• Experience working with databases and business systems

Preferred Qualifications

• Associate degree in Office Administration, Accounting, Business Administration, or a related field
• Minimum of three (3) years of experience in administrative support or related office environment
• Notary Public certification

Skills & Abilities

• Demonstrate RSI's Core Competencies in your day-to-day work
• Bring a positive, flexible approach and shift between tasks as needs and deadlines change
• Communicate clearly through conversation, writing, and presentations, and listen carefully to people inside and outside the organization
• Use sound judgment to apply and follow instructions, policies, and procedures presented in different
• Break down problems and identify practical solutions, even when the situation is unclear
• Stay organized, prioritize effectively, and deliver helpful customer service
• Manage your time effectively and find resourceful solutions, sometimes with limited information
• Take initiative and look for ways to move work forward

• Strong mathematical skills

"Ready to make your move? Apply today."