Administrative Assistant/AP

Job Summary::

Job Purpose:

The Administrative Assistant is responsible for handling project documentation and correspondence in support of one or more managers. Additional responsibilities include, assisting members of the team in completing accounts payable, administrative and business tasks.

Essential Job Duties & Responsibilities::

Essential Functions include but are not limited to:

• Answers incoming telephone calls and forwards calls to appropriate personnel.
• Takes thorough written messages and delivers messages in a timely manner or transfers calls to voice mail when appropriate personnel are unavailable.
• Keeps a current record of staff members' whereabouts and availability.
• Answers questions about organization and provides callers with addresses, directions, and various other information as needed.
• Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately.
• Prepares FedEx shipments online and prepares outgoing mail.
• Input Invoice in accounting system.
• Match invoices to corresponding purchase orders.
• Contact vendors to resolve discrepancies, request information or clarify billing issues.
• Audit and process credit card bills.
• Edits, copies, and prints documents and construction communication.
• Assists with obtaining and organizing project close-out documents.
• Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
• Assists with additional administrative tasks as assigned by supervisor.

Qualifications (Experience, Education & Certifications, Key Attributes)::

Job Requirements:

• Proficiency in Microsoft Office (Word, Excel, and Outlook) and Google/Gmail (Sheets, Docs, Calendar).
• Must be able to read, write, and clearly speak English.
• Professional demeanor and appearance.
• Detail oriented and able to prioritize tasks without guidance.
• Punctual and strong attendance.
• Strong interpersonal skills with a positive attitude and friendly disposition.

Environment: Work is performed primarily in a standard office environment with public contact and frequent interruptions.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience: High school diploma or general education degree (GED); three years of clerical experience and training in customer service preferred.

Supervisory Responsibilities: No supervisory responsibilities.