Administrative Assistant I

Talentify; Monee (IL); On-site; USD 40,000 - 56,000; Full time

Job summary

Talentify in the United States is seeking a capable administrative assistant to provide personal secretarial services and comprehensive clerical support to the General Manager, handling records, billing, payroll, and personnel files with discretion.

You will manage calendars, arrange travel, prepare confidential reports, and coordinate meetings, serving as a central communications point for associates while exercising initiative and sound judgment.

Qualifications

• High School Diploma or Equivalent is required or equivalent.
• Two years using MS Excel, MS Word and an email system.
• Three years related experience preferred.
• Two years experience with accounts receivable and accounts payable preferred.

Responsibilities

• Provide personal secretarial services and administrative support to the General Manager.
• Manage accounts payable and receivable; obtain POs, validate invoices, contact vendors for discrepancies.
• Review, transmit and manage weekly payroll; reconcile issues.
• Assist with month-end close process.
• Type correspondence and reports; edit for grammar and style.
• Maintain confidential filing systems and supervisor files.
• Manage calendar, arrange travel and accommodations, submit expense reports.
• Coordinate high-level meetings and serve as a central communications point for associates.

Skills

MS Excel

MS Word

Payroll

Accounts payable/receivable

Calendar management

Meeting coordination

Education

High School Diploma or Equivalent

Tools

MS Excel

MS Word

Email system

Job description

Role Purpose

Provide personal secretarial services and administrative assistance while exercising initiative and judgement on a regular basis. Work independently under general direction of the General Manager, providing administrative and clerical support including records management, billing, payroll, personnel records, etc. Provide advanced administrative support for senior management as well as courteous, responsive and accurate information to associates.

Key Accountabilities

• Manage the accounts payable and receivable process. Obtain purchase Orders, validate and process invoices. Contact vendors regarding discrepancies.
• Review, transmit and Manage weekly payroll process. Reconcile any issues that occur.
• Assist the General Manager with the month end close process.
• Type correspondence and reports from rough drafts, editing grammar, punctuation or spelling as needed.
• Use considerable judgment and initiative to determine the approach or action to take in non-routine situations.
• Screen telephone calls and visitors, ascertaining who can be redirected to subordinate managers or to other offices. Provide information to callers, requiring detailed knowledge of manager’s area of responsibility and General knowledge of company policies, practices and operations in an expeditious and courteous manner. Perform broad range of administrative details of highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions for which probable errors may have moderate effect on cost.
• Prepare a variety of highly confidential, specialized, and recurrent reports such as financial data. Produce high quality reports, presentations, proposals, or other documents.
• Maintain filing system including items that are confidential. Establish, Maintain, and when necessary, revise supervisor’s files.
• Maintain manager’s calendar, scheduling meetings and appointments. Regularly arrange travel and hotel accommodations for frequent extended trips. Compile and submit expense reports.
• Open and Review all mail directed to management staff. Compose responses to routine inquiries, and ascertain which items can be delegated to subordinate managers, and forward appropriate items to manager.
• Require continuous Use of technical and business vocabulary and a detailed knowledge of company operations, organizational procedures, and personnel.
• Coordinate high level meetings with associates, business unit-wide meetings, as well as customer meetings.
• Serve as central communication point for associates on human resource and associate relations items.
• Delegate work to one or two clerical associates to Assist with routine duties.
• Follow Up on all assignments delegated to subordinate managers as to status, completion, etc.
• Operate office equipment including fax, copiers, printers, binding machines.

Required Education and Experience

• High School Diploma or Equivalent
• Two years using MS Excel, MS Word and an email system
• Three years related experience, preferred
• Two years experience with accounts receivable and accounts payable, preferred

Our Organization is an equal opportunity employer.

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