Administrative Assistant I

2240 Service Experts Heating & AC LLC; Town of Clifton Park (NY); On-site; USD 36,000 - 48,000; Full time

Job summary

2240 Service Experts Heating & AC LLC is seeking an administrative/clerical support role responsible for general office tasks and standardized processes at the Clifton Park location. You will handle calls, mail, purchasing, cash handling, and basic HR/payroll-related documentation with a strong focus on accuracy and confidentiality.

Ideal candidates will have a high school diploma, experience in clerical work, and solid skills in Word, Excel, and Outlook.

Qualifications

• High school diploma or equivalent is required with about 1 year of clerical or accounting experience.
• Familiarity with administrative practices and confidentiality is essential.
• Able to learn company processes and maintain organized records.
• Strong written and verbal communication and ability to work under pressure.

Responsibilities

• Answers telephone and routes calls to the appropriate person.
• Sorts and opens mail, orders office supplies, and maintains files.
• Disburses petty cash and reconciles expenditures monthly.
• Processes deposits and mails or faxes receipt details to designated personnel.
• Creates purchase orders and obtains management approval per procedures.
• Maintains inventory usage spreadsheets and reconciles invoices to orders.

Skills

Administrative skills

Attention to detail

Customer service

Communication skills

Multitasking

Time management

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Provides general administrative and clerical support to the location following standardized processes and procedures. Utilizes various computerized systems and software to perform tasks. Variation in tasks is contingent on the size and staffing level of the location. Work is performed under general supervision with latitude for limited decision making.

Key Responsibilities:

• Answers telephone and assists call or routes call to appropriate person.
• Sorts and opens mails, orders office supplies, and maintains files.
• Disburses cash from Petty Cash Fund, collects receipts and other required documentation for use of petty cash, reconciles cash expenditures to balance fund monthly, and submits required documentation to Accounts Payable for replenishment of fund.
• Removes payments and documents from Lock Bock, enters required information in cash log, completes deposit slip and deposits funds in bank, and faxes/emails deposit information and receipt to designated person.
• As requested or from approved list, enters required information into designated system in order to create Purchase Orders. Obtains management approval of purchase order and routes/retains purchasing documentation in accordance with standardized procedures.
• Maintains spreadsheet record of usage of consigned inventory; creates purchase orders in designated system as inventory is used; reconciles available consigned inventory to usage spreadsheet, and reconciles invoices to purchase orders for consigned inventory.
• Processes extended warranty claims in accordance with established procedures and processes to include reviewing individual product warranty information in order to complete appropriate vendor's warranty documents. Completes Returned Goods Authorization forms and log and tracks payments/credits from vendor.
• Reviews timesheets for completeness, correctness, and required approvals prior to faxing to appropriate corporate personnel for entry into time-keeping system. Calculates piece-rate payments due in accordance with piece-rate program and gathers data relating to spiffs payments due in order to complete spreadsheet for routing for entry by corporate personnel.
• Responsible for timely and accurate completion of billing activities and related reports. Ensures that all billing inquiries are researched and resolved quickly using approved training techniques.
• Responsible for timely and accurate completion of accounts receivable activities including, but not limited to, printing invoices and mailing to customers, calling on accounts with balance owed, collecting cash/check/credit card payments and deposits made timely, and related reports.
• Responsible for membership activities including filing agreements, calling on customers to schedule visits, generating monthly reports, and handling the Ad Builder website.
• Responsible for timely closing of center tickets and job ensuring accuracy of all information.
• Gathers required information and documentation in order to complete Employee Action Notice using the Exponent HR System. Emails/faxes new-hire documentation and other required forms and documents to payroll.
• Generates various systems reports in order to document updated status of activities and complete required fiscal close forms for month, quarter, and year-end close. May be required to calculate estimated values for wages due, pending invoices, or other items.
• Follows SOX procedures to ensure all required files and documents are in place and correct.
• Represents the company professionally, honestly, and ethically in all business matters and activities.
• Performs similar/other duties as needed or assigned.
• Regular, reliable attendance.

Qualifications:

• High school diploma or equivalent with one year of experience in general clerical or accounting clerk
• Knowledge of generally accepted administrative practices and procedures
• Ability to learn and follow company process and procedures, including the fundamentals of human resource related record keeping and record retention
• Ability to maintain confidentiality of human resource and other sensitive data
• Ability to work well under pressure
• Ability to meet deadlines consistently with high levels of attention to detail
• Capable of dealing with stressful situations and unhappy customers
• Ability to learn and follow company process and procedures
• Ability to multitask in a busy work environment and to organize and manage multiple priorities
• Excellent customer-service, verbal and written communication, and interpersonal skills
• Experience or training the use of computers and related systems in an administrative office environment
• Working knowledge of Microsoft Word, Excel and Outlook software applications
• Effective communication skills to communicate with customer and to resolve customer issues, complaints, or concerns
• Ability to communicate with co-workers and customers in a pleasant, business-like, and customer focused manner. Ability to communicate with a diverse customer population.
• Ability to work eff