Part Time Assistant and Bookkeeper

SealingLife Technology; Lexington (KY); On-site; USD 20,664 - 30,307; Part time

Job summary

SealingLife Technology is seeking a part-time Administrative Assistant with bookkeeping responsibilities to support the CEO. The ideal candidate is organized, reliable, and comfortable handling calendars, travel, and basic accounting tasks using Sage and MS Office.

The role requires strong communication, prioritization, and the ability to manage multiple tasks with attention to detail. US citizenship or a Green Card is preferred.

Qualifications

• Associate’s degree or equivalent.
• Excellent computer skills including MS Project and Visio.
• Experience with Accounting software (Sage is a plus).
• Strong listening, communication and collaboration skills.
• Excellent organizational and follow-through skills with strong attention to details and deadlines.
• Ability to operate with a sense of urgency.
• Good with basic math.
• Strong organizational skills.
• Excellent phone etiquette.
• US Citizen or Green Card holder.

Responsibilities

• Organize and manage the CEO's calendar and daily schedule; make travel arrangements.
• Assist / coordinate grant planning, developing, and writing
• Answer telephones and direct the call to the appropriate associate
• Greet and direct visitors in a professional and friendly manner
• Type memos, correspondence, reports and other documents
• Assist in maintaining certifications and other industry standard qualifications
• Receive, sort and forward incoming mail; maintains and routes publications
• Assist in the ordering, receiving, stocking and distribution of office supplies
• May also assist with other related clerical duties such as photocopying, faxing, filing and collating
• Process daily accounts payable/receivable including customer service associated with each function; generate accounts payable and refund checks/debits, apply customer payments and process credit card payments and credits
• Review records and reports pertaining to activities such as payroll, RMA and shipping to verify details
• Match invoices to receiving documents; post invoices into the computer system
• Research vendor statements, phone calls and solve payment discrepancies
• Organize and match returns paperwork; file paid and unpaid invoices and statements
• Prepare weekly manual deposits

Skills

Organizational skills

Communication skills

Teamwork

Prioritization

Attention to detail

Experience: 3+ years

Ability to learn software

Education

Associate’s degree or equivalent

Tools

MS Office

Sage (accounting)

MS Project

Visio

Job description

SealingLife is currently seeking an Assistant for a part-time position. The ideal candidate would have a pleasant personality, a strong desire to be of assistance and a mature responsible nature and have some bookkeeping experience.

The position will be responsible for providing a broad spectrum of support to the CEO of the company. Desirable qualities include a willingness to learn and the ability to follow detailed instructions; extensive people, communication, organizational, technical and process skills, and the ability to prioritize multiple projects.

ESSENTIAL JOB FUNCTIONS

Administrative Assistant

• Organize and manage the CEO's calendar and daily schedule; make travel arrangements.
• Assist / coordinate grant planning, developing, and writing
• Answer telephones and direct the call to the appropriate associate
• Greet and direct visitors in a professional and friendly manner
• Type memos, correspondence, reports and other documents
• Assist in maintaining certifications and other industry standard qualifications
• Receive, sort and forward incoming mail; maintains and routes publications
• Assist in the ordering, receiving, stocking and distribution of office supplies
• May also assist with other related clerical duties such as photocopying, faxing, filing and collating

Bookkeeping

• Process daily accounts payable/receivable including customer service associated with each function; generate accounts payable and refund checks/debits, apply customer payments and process credit card payments and credits
• Review records and reports pertaining to activities such as payroll, RMA and shipping to verify details
• Match invoices to receiving documents; post invoices into the computer system
• Research vendor statements, phone calls and solve payment discrepancies
• Organize and match returns paperwork; file paid and unpaid invoices and statements
• Prepare weekly manual deposits

QUALIFICATIONS: Knowledge, Skills & Abilities

• Associate’s degree or equivalent
• Excellent computer skills (including but not limited to MS Office, MS Project and Visio)
• Experience with Accounting software (Sage is a plus)
• Strong listening, communication (verbal and written) and collaboration skills
• Excellent organizational and follow-through skills with strong attention to details and deadlines
• Ability to operate with a sense of urgency
• Good with basic math
• Strong organizational skills
• Excellent phone etiquette
• Able to work well in a team environment and with diverse group of people
• Three (3) or more years related experience or equivalent combination of education and experience
• US Citizen or Green Card holder