Job Description

Position Title: Administrative Assistant

Reports to: Lead Accountant

Location: Hybrid: 3 days in office (Beaver, PA), 2 days at remote home office

Position Summary

This Administrative Assistant position is responsible for supporting various administrative tasks within the Finance and Human Resources department as well as supporting the Leadership Team, as needed.

Key Responsibilities:

Accounts Receivable:

• Invoice Management: Customer invoice distribution
• Payment Processing: Processing & recording customer payments, refunds, and adjustments accurately
• Customer Communication: Responding to customer inquiries regarding their accounts, providing information, and resolving billing issues
• Collection Efforts: Following up on overdue payments, contacting customers regarding outstanding balances
• Customer Recordkeeping: Maintaining organized and up-to-date customer files, payment records, and other relevant documentation
• AR Reporting: Generating reports on the status of customer accounts, outstanding receivables, and other relevant financial data
• Collaboration: Working with other departments like sales, customer service, and shipping to resolve issues and streamline processes
• Credit Management: Assessing customer creditworthiness

Human Resource Administration:

• Employee Records Management: Maintaining accurate and up-to-date employee files
• Benefits Administration: Supporting employees with benefits enrollment, changes, and questions related to health insurance, retirement plans, etc.
• Employee Relations: Handling employee queries, addressing concerns, and facilitating communication between employees and management
• Data Entry and Management: Maintaining HR databases and updating employee information on HR systems, internal audits of HR information
• Administrative Tasks: Handling administrative tasks such as scheduling meetings, filing documents, and managing office supplies
• Event Planning: Assistance with company event planning and scheduling

Required skills:

• Strong Organizational Skills: Ability to manage multiple tasks efficiently and maintain accurate records
• Attention to Detail: Ensuring accuracy in data entry and document processing
• Excellent Communication Skills: Effectively interacting with customers and employees at all levels to answer questions and address concerns
• Confidentiality: Handling sensitive employee information with discretion
• Software Proficiency: Familiarity with Accounting/HR software and Microsoft Office and/or Google Suite is required
• Problem Solving Skills: The ability to identify and resolve issues related to customer accounts and billing

Preferred educational qualifications/Experience:

• Bachelor's degree in Business Administration, or a related field
• Associate's degree in Business Administration, or a related field
• Experience: Minimum of 2 years of experience in an administration support role related to Finance and/or HR back-end functions

Travel

There is no travel required for this position.

Work Environment

This position is a hybrid position, which will include 3 days in the office at our Beaver, Pennsylvania location, and 2 days remote at your home office.

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 talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time position, Monday through Friday.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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