Administrative Assistant Job Description
Job Overview:
This position is responsible for working alongside the Company's Owner/CFO to ensure the smooth day-to-day operations by performing a variety of clerical and administrative tasks. This position will consist of approximately 25 - 30 hours per week. The Administrative Assistant will report directly to the CFO.
Outcome:
The primary role will be handling financial, documentation-related tasks. This role will involve a combination of office duties, data management, and community based errands.
Employment Requirements:
- Must be 18 years of age or older
- Clear background checks as defined by regulations and policies
- High school graduate or equivalent proven experience
- Driver's license and reliable transportation
- Strong written and verbal communication skills required to effectively communicate across multiple departments in a professional manner
- Ability to work collaboratively with others and contribute to a positive work environment
- Excellent organizational and systems implementation skills
- Proficient in Microsoft Excel, Word, Google Workspace, and various other electronic record keeping systems
- Ability to manipulate, handle, feel and control items or equipment
- Ability to do daily standing, walking, bending, and lifting (up to 20 lbs)
- Proven experience as an administrative assistant or in a similar role.
- Strong organizational and time management skills with the ability to multitask effectively.
- Proficiency with QuickBooks Online and Microsoft Office Suite (Excel, Word, PowerPoint).
- Knowledge of basic accounting and bookkeeping principles.
- Excellent written and verbal communication skills.
- Ability to maintain confidentiality and handle sensitive information.
- Ability to work independently and as part of a team in a fast-paced environment.
- Strong attention to detail and problem-solving skills.
Preferred Qualifications:
- Experience with community-based businesses or nonprofits.
- Familiarity with COBID, Medicaid, and other industry certifications.
- Previous experience with HR or workers' compensation audits.
Responsibilities:
- Documentation & Reporting:
- Collect and organize documentation required for audits, financial reports, and other administrative tasks.
- Gather necessary data, complete forms, and submit documentation for owner signatures.
- Assist with preparing presentations and proposals.
- Track and prepare tax-related documents, including business returns and property tax returns.
- Accounting & Finance Support:
- Write checks and process payments through QuickBooks Online (for signature).
- Handle accounts payable duties, ensuring timely payment of quarterly tax payments.
- Collect receipts and manage month-end statements and reports.
- Research & Data Collection:
- Conduct research and gather data for various projects, audits, and surveys.
- Complete required applications and surveys for recertifications (e.g., COBID, Medicaid).
- Assist the HR department with workers' comp audits and ensure all necessary documentation is collected.
- Assist with gathering documentation for annual GAAP audits
- Deadlines & Project Tracking:
- Keep track of weekly, monthly, quarterly, and annual deadlines to ensure timely completion of various tasks and projects.
- Maintain an organized system to track and report on project progress.
- Community-Based Errands:
- Perform errands in the local community as needed, including trips to the bank, post office, and other businesses.
- Event Planning & Staff Coordination:
- Assist in organizing staff events, ensuring that all logistics are planned and executed smoothly.
- Other duties as assigned