RECEPTIONIST/Accounting Assistant

Job Summary:

The Receptionist/Accounting Assistant provides essential administrative and clerical support to one or more key personnel within the organization. Responsibilities encompass a wide range of complex tasks involving confidential and technical information, including compiling reports, preparing meeting agendas, scheduling appointments, responding to correspondence, conducting background research, and managing visitor and telephone inquiries. The role requires sound judgment, discretion, and the ability to work independently while maintaining accuracy and professionalism. Additionally, the employee is responsible for maintaining monthly reports and performing other administrative duties as assigned.

Responsibilities:

• Answer the switchboard and greet visitors.
• Open mail, stamp, distribute, and copy as needed.
• Prepare outgoing mail, UPS, FedEx, etc.
• Maintain job files, purchase orders, and A/P files. Other assigned filing duties as required.
• Process accounts payable, including invoice matching, processing, coding, and data entry.
• Prepare A/P checks for mailing and A/P invoices for filing after payment.
• Maintain all records involving accounts payable.
• Prepare weekly timesheets for submittal to payroll for processing.
• Maximize office productivity through proficient use of appropriate software applications.
• Maintains contact with customers and outside vendors.
• Maintain record of vendor Form W-9s and Certificates of Insurance.
• Maintain a record of all office equipment and furniture, schedule office equipment maintenance requirements, and leases.
• Schedule and monitor office janitorial services, including maintenance of adequate supplies and periodic office area cleaning.
• Work well with co-workers and promote an atmosphere of harmony and teamwork.
• Research and develop resources that create a timely and efficient workflow.
• Typing of letters, reports, and forms.
• Establishes uniform correspondence procedures and style practices.
• Produce regular activity documentation to guide executive decision-making.
• Performs special projects as directed.

Qualifications:

• Associate’s degree (A.A.) or equivalent from a two-year college or technical school; or six months to one year of related experience and/or training; or an equivalent combination of education and experience
• Proficient in Microsoft Office Suite (Word, Excel), Internet Explorer, and Maxwell Systems Accounting software
• Strong verbal and written communication skills, with the ability to speak effectively before groups and draft professional correspondence and reports
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals
• Demonstrated ability to solve practical problems and interpret instructions in written, oral, diagram, or schedule form
• Comfortable working with mathematical concepts, including fractions, percentages, ratios, and basic geometry; familiarity with statistical inference and trigonometry is a plus
• Experience with accounts payable and payroll processes, including invoice coding, check preparation, and timesheet submission
• Strong organizational and multitasking abilities; capable of maintaining job files, vendor records, and office documentation with accuracy
• Familiarity with vendor compliance requirements, including W-9 forms and Certificates of Insurance
• Ability to manage office equipment inventory, leases, and service schedules
• Experience in front desk operations, including switchboard management and visitor reception
• Skilled in handling mail logistics and shipping procedures (UPS, FedEx)
• Demonstrated discretion and professionalism in handling confidential information
• Proven ability to work independently and collaboratively in a team-oriented environment
• Flexibility to support special projects and contribute to workflow improvements

Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, or hear. The employee is occasionally required to stand, walk, climb, or balance, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee will be located in an office environment.