Administrative Assistant - Norfolk

OPERATIONS ADMINISTRATIVE ASSISTANT

Performs various clerical duties, routine accounting and recruitment tasks in support of operations manger.  Responsibilities will include recruitment of hourly staff, processing payroll and preparation of billings, process payables and other financial reports. Responds to inquiries and contacts corporate headquarters and/or customers to resolve a variety of problems.

 

DUTIES AND RESPONSIBILITIES: Reviews daily payroll, completes required edits and transmission to corporate. Monitors and replacing electronic time systems component as required. Prepares weekly billing and delivers to customer. Ensures proper staffing of hourly employees; develop local recruitment sources; conduct new hire orientation and employee awareness training. Answers telephones, opens and logs mail, meets and greets visitors, and assists in other clerical functions; may arrange travel and meetings and coordinate office security and key control. Sorts documents; codes, logs, reviews for accuracy; matches supporting invoices to procurement documents; and verifies invoices for payment. Prepares routine entries and posts financial transactions; reconciles entries and internal ledgers to financial reporting system reports. Researches processing problems, contacts departments and vendors to resolve problems and expedite payment, and responds to inquiries. Assists in preparation of financial statements such as budgets and cost reports. Assists in ordering, care, maintenance, and utilization of department equipment, supplies, and inventories. Distributes, reviews, calculates, and processes payroll and employment documents; maintains vacation and other payroll records. Performs miscellaneous job-related duties as assigned.

MINIMUM JOB REQUIREMENTS:

High school diploma or GED; at least 6 months of experience that is directly related to the duties and responsibilities specified.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:Knowledge of accounting procedures involving payroll and billing. Ability to prepare routine administrative paperwork. Records maintenance skills. Basic data entry and/or word processing skills. Knowledge of payroll policies and procedures. Ability to sort, check, count, and verify numbers. Knowledge of invoicing procedures. Ability to perform simple accounting procedures.   Knowledge of accounts payable procedures and practices. Ability to use an automated payroll system. Ability to analyze and solve problems. Ability to prepare financial reports.

DISTINGUISHING CHARACTERISTICS:

Position requires: a) Preparing routine administrative paperwork to include accounts payable, accounts receivable, payroll documents and recruitment and b) Updating routine existing reports using basic data entry and word processing on an automated accounting system or spreadsheet.

WORKING CONDITIONS AND PHYSICAL EFFORT: Work is normally performed in a typical interior/office work environment. No or very limited physical effort required. No or very limited exposure to physical risk.