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Administrative Assistant

DESCRIPTION:

The Administrative Assistant will greet visitors, handle inquiries via telephone and face-to-face interaction; supplies information regarding the organization to clients and customers; provides administrative support to Accounting and other managers as needed.

RESPONSIBILITIES:

  • Answer all incoming phone calls, ensuring that every call is handled in a courteous and professional manner.
  • Greets and attends to all visitors/guests courteously and professionally.
  • Competently handle a volume of data entry for a multitude of projects.
  • Responsible for QuickBooks & Paylocity job number entry and maintenance as well as management of new proposal job folders, assigning all proposal number request, updating job bids and assigning all purchase order requests.
  • Responsible for entering all new hires into QuickBooks and updating the employee contact list in Circa Sync with all required information.
  • Enter W9s in QuickBooks, maintain spreadsheet and filing accurately.
  • T&M filing and maintenance.
  • Provide administrative support in a variety of capabilities including copier/fax, mail handling (UPS/FedEx & USPS), and support of assigned projects.
  • Ensures records are kept properly so they can be easily retrieved for review when needed by relevant personnel. Annually create new files, shred old files and maintain files in the basement.
  • Assist the accounting team with payroll spreadsheet reports, timecard filing as needed, AP & AR reports, unbillable reports and pulling invoices for outgoing payments. Special projects as needed based on management directive.
  • Distribution of all boat and vehicle registrations and insurance cards as needed (typically on an annual basis).
  • Provide support, mostly administrative, to other members of staff according to the directives of the manager.
  • Other administrative duties including but not limited to filing, organizing, office supply ordering, laminating, business card ordering, supply closet organization, annual basement cleanout, safety boot & glasses reimbursement spreadsheet, rent payments for Venture Holding Property tenants, weekly PTO updates and other spreadsheets that may be needed by each office location.
  • Responsible for the coordination of holiday cards, gifts, anniversary cards, birthday cards & anniversary certificates.
  • Assist employees with CLC cards, flights, car rentals and hotels as needed.
  • Ability to handle confidential information.

POSITION REQUIREMENTS:

  • Knowledge of standard procedures and practices in an office.
  • Good time management and task management skills.
  • A methodical approach with good attention to detail and ability to plan daily workload.
  • The ability to prioritize workload, particularly under pressure/deadlines.
  • Technical ability to operate standard office equipment including photocopier, telephone and fax machine.
  • Computer literacy, able to use a range of software programs including mid-level experience Microsoft Office Suite, Adobe, QuickBooks and Paylocity.
  • Ability to work under own initiative when required.
  • Good efficiency and organizational skills.
  • A welcoming, empathetic, and enthusiastic approach to customer service.
  • Professional and courteous phone etiquette.
  • A well-presented and professional manner.

EDUCATION/EXPERIENCE:

  • 3-5 years' office experience required.
  • High School Diploma or GED required
  • Previous experience in customer service is required

PHYSICAL REQUIREMENTS:

  • Frequently requires sitting, standing, walking, grasping and reaching.
  • Required near visual acuity, speaking and listening.
  • May occasionally require lifting, pulling and/or pushing and carrying.
  • Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices and objects.
  • Sitting for extended periods of time.

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Referral program
  • Vision insurance

Schedule:

  • 8 hour shift
  • Day shift
  • Monday to Friday

Supplemental pay types:

  • Bonus pay

Education:

  • High school or equivalent (Required)

Experience:

  • Office experience: 3 years (Required)
  • Customer service: 3 years (Required)
  • Organizational skills: 3 years (Required)
  • QuickBooks: 3 years (Required)

Work Location: One location

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TriCounty Area Chamber of Commerce

152 East High Street, Suite 200
Pottstown, PA 19464

Phone: 610.326.2900