Administrative Assistant/Project Accountant

ESSENTIAL DUTIES AND RESPONSIBILITIES: 
The ADMINISTRATIVE ASSISTANT/PROJECT ACCOUNTANT will perform a wide range of administrative and support activities for the personnel located in the branch office.  This position will support the departments, managers and supervisors to facilitate the efficient operation of the organization. This position requires work to be done in person and on site.

Duties may include:

• Greets and directs visitors to the company; manages reception area to maintain a professional image
• Answer telephones and direct the caller to appropriate associate; transfer caller to voice mailbox when associate is unavailable; takes and retrieves messages
• General clerical duties such as copying, faxing and distribution of incoming faxes as well as preparing all correspondence and outgoing packages for mailing. May also include taking mail to post office.
• Receive, sort and forward incoming mail
• Prepare and modify documents including proposals, technical specifications, correspondence, reports, drafts, contract documents, memos, and e-mails
• Monitors accounts receivable balances to ensure collection of past due balances and performs collection calls.
• Ensures that all projects have a signed contract and are in contract compliance with established policies and procedures.
• Assist in the ordering, receiving, stocking and distribution of office supplies
• Make travel arrangements for those individuals traveling on company business.
• Coordinate the repairs and maintenance of office equipment, including copier, fax machines, computers, printers, etc.
• Project Accounting Tasks (Monthly Billings) Project Setup/ Billing Processes
• Perform other related duties as required

EDUCATION AND/OR WORK EXPERIENCE REQUIREMENTS: 

• High school diploma or GED required
• Associate degree preferred
• 1-3 years previous experience in an office environment
• Basic math skills
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers
• Excellent computer proficiency (MS Office – Word, Excel and Outlook)
• Working knowledge of mail processes such as postage machine, FedEx, UPS
• Ability to enter data efficiently, timely and correctly in order to meet deadlines
• Strong verbal and written communication skills; ability to communicate in English with internal and external clients
• Attention to detail and a high level of accuracy and confidentiality
• Valid Driver’s License- Must be insurable by fleet insurer; driving history will be reviewed by agent and underwriter
• The ability to work a regular schedule of 7:30 AM - 5:30 PM Monday through Thursday and 7:30 AM to 12:00 PM Friday
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices

PHYSICAL REQUIREMENTS:

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards. 
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.
• Regularly spend long hours sitting and using office equipment and computers.
• Regularly work on repetitive tasks.
• Regularly use hands and fingers to handle, control, or feel objects.
• Regularly hold the arm and hand in one position or hold the hand steady while moving the arm.
• Regularly use headphones and earpiece.
• Regularly see details of objects that are less than a few feet away.
• Regularly speak clearly so listeners can understand.
• Regularly understand the speech of another person.
• Frequently bend to file and maintain files.
• Must be able to lift and carry up to 20 lbs
• Must be able to talk, listen and speak clearly on telephone