Office Administrator

Summary

Provide both clerical and administrative support to professionals, either as a part of a team or individually. The role plays a vital part in the administration and smooth-running of businesses throughout. Will coordinate and implement office procedures and will frequently have responsibility for specific projects and task.

Duties/Responsibilities

1. Perform the day to day processing of financial transactions to ensure that municipal finances are maintained in an effective, up to date and accurate manner.

a. Receive and verify invoices and requisitions for goods and services

b. Verify that transactions comply with financial policies and procedures

c. Prepare, verify and process invoices and coding payment documents

d. Prepare invoices for data entry

e. Record all checks

f. Prepare vendor checks for mailing

g. Maintain listing of accounts receivable and payable

h. Maintain updated vendor files and file numbers

i. Distribute weekly expenses due to President

2. Provide administrative support in order to ensure effective and efficient office operations.

a. Maintain operational files

b. Help monitor office supplies

c. Maintain a filing system for financial documents, job orders and vendors

d. Ensure the confidentiality and security of all financial matter and employee files

3. Provide receptionist services.

a. Greet and assist visitors

b. Answer phones

c. Direct calls and respond to inquiries

d. Collect money and provide receipts

4. Perform other related duties as required. 

5. Oversee all Human Resource functions such as hiring packets, separation notices, disciplinary paperwork, personnel files etc. 

Qualifications

Must be able to provide financial, administrative and clerical services in order to ensure effective and accurate financial and administrative operations. Must be able to comply with established policies and procedures. Must be able to process and monitor payments and expenditure’s. Must provide services in an effective and efficient manner, to ensure that finances are accurate and up to date and that vendors and suppliers are paid within established time limits. Must maintain strict confidentiality in performing the duties. Must also demonstrate the following attributes:

a. Be honest and trustworthy

b. Be respectful

c. Possess cultural awareness and sensitivity

d. Be flexible

e. Demonstrate sound work ethics

f. Must have QuickBooks Experience

Skills

Must demonstrate the following skills:

a. Excellent interpersonal skills

b. Team building skills

c. Bookkeeping skills

d. Analytical and problem solving skills

e. Effective verbal/written and listening communication skills

f. Attention to detail and high level of accuracy

g. Organizational skills

h. Computer skills

i. Stress and time management

Demands/Conditions

Will spend long hours sitting and using office equipment and computers. Will have to do some lifting of supplies and materials from time to time. Position is located in a busy, open office area and will be faced with constant interruptions and must meet with others on a regular basis. Will spend time in intense concentration that requires attention to details and high levels of accuracy. There are some deadlines associated with this position which may cause significant stress. Must also deal with a wide variety of people on various issues.

Styles Auto Care