Office and Payroll Assistant

Guidepost Solutions; Washington (District of Columbia); On-site; USD 52,000 - 64,000; Full time

Benefits offered by this job

Full benefits package

Job summary

Guidepost Solutions is seeking a full-time in-office Administrative Assistant to support daily office operations and payroll/accounting tasks in our Washington, D.C. office.

The role emphasizes strong communication, organization, and attention to detail, with duties ranging from front-desk duties to coordinating time sheets and basic accounting support. The ideal candidate has an associate degree or equivalent experience, proficiency in Outlook, Word, Excel and PowerPoint, and the ability to

Qualifications

• Associates degree or 1-2 years of relevant office or accounting experience.
• Experience handling confidential information with discretion.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to recognize and prioritize issues and take appropriate action.

Responsibilities

• Welcomes visitors to the D.C. office and handles calls and mail.
• Maintain office supplies and equipment; assist with onboarding and access control.
• Coordinate meetings and provide senior leadership scheduling support.
• Reconcile timekeeping and assist accounting with time/expense entries.
• Collaborate with HR/payroll and production teams for submissions.

Skills

Exceptional customer service

Professional

Communication

Organization

Adaptability / Flexibility

Attention to Detail

Ethical Practice

Education

Associates degree

1-2 years experience

Outlook

Word

Excel

PowerPoint

Tools

Outlook

Word

Excel

PowerPoint

Job description

Summary/Objective

This is a full-time, non-exempt position that resides in our very busy Washington D.C. office This position supports both day-to-day office operations and payroll/accounting administration, with priorities shifting based on business needs. The ideal candidate will demonstrate excellent written and verbal communication skills, strong proficiency in computer applications, the ability to multitask effectively, keen attention to detail, and a high level of professionalism. This individual must also be a collaborative and reliable team player.

Core Responsibilities

• Welcomesvisitors to the D.C. office, answersincoming phone calls and direct inquiries,checksvoicemail, incoming/outgoing mail.
• Responsibleformaintainingoffice supplies byrestockingandordering,includingofficemachinemaintenance.
• Main point of contact for building maintenance, general office administration (i.e., new hire onboarding,fob managementetc.).
• Collaborate with team to coordinate and plan meetings for local office events.
• Provide senior leadership support,such as scheduling meetings, printing,and filing, etc.
• Review, collect,and compileweeklytimesheets to ensureemployees entertheirtimein ourTime &Expensesystem,on-time, accuratelyand in compliance with both state and government regulations; work with accounting to make needed time entry adjustments.
• Liaison with accounting, HRPayrolland the production teams to ensure proper andaccuratesubmittals for time, expense, and payroll. Assess, evaluate, andfacilitateprocesses to helpdeterminewhat is most efficientin order tomeettime sensitivedeadlines.
• Reconciling receipts, expense reports, or credit card charges.
• Assistwith other general accounting duties, as needed.

Competencies

• Exceptional customerservice
• Professional
• Communication
• Organization
• Adaptability / Flexibility
• Attention to Detail
• Ethical Practice

Required Education And Experience

• Associates degreeand/or1-2years of relevant officeor accountingexperience
• Knowledge of office administration is a plus
• Expertisein Outlook, Word,Exceland PowerPoint (intermediate level to advanced)
• Experience in handling confidential and sensitive information appropriately
• Ability to recognize and prioritize issues and takeappropriate actions

Position Type/Expected Hours of Work

This is a full-time in office position. Days and hours of work are generally Monday through Friday, 8:30 a.m. to 5:30.

Physical Requirements

While performing the duties of this job, much of the work may be done sitting at a desk, using a computer, typing, handling phone calls, filing, and using office equipment such as like printers and copiers. The employee must occasionally lift or move office products and supplies, up to 30 pounds.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Salary Range

The base annual salary range offered for this position is based on numerous factors, including job-related skills and knowledge, experience, specific location, relevant education and/or training. In addition to the annual salary, we offer a full benefits package.

Guidepost Solutions is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, or genetic information or any other characteristic protected by law.