Join Our Dynamic Team

Administrative Assistant/ Bookkeeper

Job Summary: 

The Administrative Assistant position will be responsible for a wide variety of duties that include a detailed and mindful approach to entering and maintaining the accounts payable portion in Quickbooks.  The Administrative Assistant will also maintain the electronic file management system.  Duties of the Administrative Assistant will also include assisting with project support to the owners of Dynamic and the VP of Administration.  The Administrative Assistant position will report to the VP of Administration. 

 

Essential Duties and Responsibilities 

  • Responsible for day to day bookkeeping (Accounts Payable) in QuickBooks 

  • Research accounts payable discrepancies as they arise 

  • Accounts payable vendor statement reconciliation against QuickBooks 

  • Reconcile and enter employee expense reports  

  • Manage vendor accounts, acquire W-9’s, submit tax-exempt and credit forms 

  • Prepare and disburse payments to vendors and match payment to appropriate invoice 

  • Properly code charges to appropriate projects 

  • Scan invoices into Quickbooks and file vendor invoices into file system 

  • Maintain One Drive filing system and create new files as needed 

  • Assist with part quotes and purchase orders 

  • Retrieve and set up new customer information in QuickBooks 

  • Assist with special project work that the owners may require 

  • Edit and proof project proposals as requested 

  • Write and distribute email, correspondence memos, letters and forms 

  • Open, sort and route incoming mail and prepare outgoing mail 

  • Assist in updating office policies and procedure 

  • Organize and schedule appointments 

  • Maintain and update standard operating procedure documents as changes occur 

 

Requirements: 

  • 1-3 years of Administrative Assistant or equivalent experience 

  • Knowledge of basic accounting  

  • Proficiency in MS Office (specially, MS Outlook, MS Word & MS Excel) 

  • Knowledge of online calendars, contacts, tasks and scheduling meeting 

  • Excellent phone and email communication skills 

  • Attention to detail and problem-solving skills 

  • Excellent time management skills and the ability to prioritize work 

  • Working knowledge of office equipment (printers and phones in particular) 

  • Excellent written and verbal communication skills 

  • Strong organizational skills with the ability to multi-task 

  • High School diploma; additional qualifications or certificates will be a plus 

 

Key Skills & Proficiencies: 

Communication, Problem Solving, Organization, Attention to Detail, Accuracy & Teamwork 

 

Certificates and Licenses: 

Valid Driver’s License 

 

Physical Demands: 

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.  While performing the duties of this job, the employee is regularly required to sit, stand, walk, use hands, reach with hands and arms, and talk or hear. Vision abilities required by this job include close vision, distance vision, ability to adjust focus, and ability to see color. 

 

Compensation:

This will be an hourly based position paid bi-weekly, with an annual compensation based on experience.  In addition to the hourly salary, the Administrative Assistant will have the option to participate in a retirement savings program (Simple IRA).  A health insurance program is also offered to all applicants.