Administrative Assistant II

Biogensys; Newark (NJ); On-site; USD 42,000 - 54,000; Full time

Job summary

Biogensys in Newark, NJ, is seeking an Administrative Assistant II for one of its clients. This role focuses on routine financial clerical tasks and general administrative duties to support daily operations.

The position involves preparing disbursement forms, data entry into corporate systems, maintaining files, compiling reports, and coordinating meetings. Office-based with standard hours, candidate should be detail-oriented and proficient with Microsoft Word/Office and SharePoint.

Qualifications

• Prepares a variety of standard disbursement forms for routing and approval.
• Compiles and maintains daily and weekly totals, reports, and financial statements.
• Reconciles statements.
• Maintains accounting documents and files.
• Performs data entry into corporate system (billing and posting).
• Reviews invoices/packing slips for accuracy and discrepancies.

Responsibilities

• Notifies participants of meetings and schedules routine meetings.
• Produces and distributes simple documents (e.g., flyers).
• Maintains a system for tracking the progress of work.
• Orients new employees on procedures and systems.
• Performs alpha/numeric filing.
• Performs screening and sorting of mail.

Skills

Detail oriented

Email and phone

Web searches

SharePoint

Microsoft

Tools

Microsoft Word

Microsoft Office

Job description

We are hiring an Administrative Assistant II for one of our clients in Newark, NJ.

Job Description

• Prepares a variety of standard disbursement forms (e.g., work orders, petty cash) for
• routing and approval.
• Compiles and maintains daily and weekly totals, reports, and financial statements.
• Reconciles statements.
• Establishes, revises and maintains accounting documents and files.
• Performs data entry into corporate system, e.g., routine posting and billing.
• Reviews completed forms for accuracy and completeness.
• May perform inquiries in internal and external databases to determine discrepancies.
• Performs inquiries in CASPS and/or FAMIS.
• Performs basic calculations.
• Orders, inventories, receives, and/or shelves routine supplies.
• Reviews invoices/packing slips to ensure shipment is correct and follows up on discrepancies.
• Tracks expenditures.Verifies employment on a Countywide basis.
• Inputs simple or occasional PRISM entries, with review of supervisor (e.g., simple
• T&A).
• Types forms, updates personnel data, sets up agency personnel files, prints out and distributes personnel documents, and files critical records (e.g., performance evaluations, PARS).
• Notifies all participants of meetings and other functions in advance.
• Schedules routine meetings.
• Produces and electronically distributes simple documents (e.g., flyers).
• Maintains a system for tracking the progress of work.
• Orients new employees on procedures and systems.
• Performs alpha and/or numeric filing.
• Performs simple screening and sorting of mail.
• Responsible for sending dated material.
• Refers calls, greets visitors, gives standard information in response to phone or in-person inquiries, and acts as back up to other administrative positions.
• Acts as back up to other administrative positions, proofs spelling.
• Performs data entry into multiple screens.
• Knowledge of a variety of standard office procedures.
• Knowledge of specific unit terminology.
• Knowledge of work done in related departments.
• Ability to read and comprehend relevant documents.
• Ability to process and integrate simple data.
• Ability to establish and maintain effective working relationships with both external and internal contacts.
• Ability to perform inquiries in CASPS and/or FAMIS.Understanding of the basic PRISM functions.
• Ability to perform inquiries (e.g., check personnel data) in PRISM.
• Basic skills in the use of Microsoft Word.
• Basic skills in the use of applicable Microsoft software.
• Some experience in providing administrative support.

Skills Required

• Microsoft
• Email and phone
• SharePoint
• Web searches
• Detail oriented

Working Hours

• 35
• Lunch: 30 Minutes or 1 Hour

Additional Information

• Work from: Office