Job Title: Administrative Assistant/Accounting Clerk
Reports To: Corporate Controller
FLSA Status: Non-Exempt
Location: Cheyenne, WY
Prepared By/Date: Human Resources 8/30/13
Approved By/Date: Tracy Loyd 09/09/13
Summary: This is an Administrative Assistant position that under direct supervision is responsible for Receptionist duties, Accounts Payable, Administrative and Accounting functions and special functions.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Answers telephones, greets the public, and provides general information for the Corporate Office in a professional manner; both appearance and demeanor.
Responsible for accounts payable functions and bank deposits.
Prepares and distributes reports as required, e.g., banking, IFTA, etc.
Assists with monthly closing.
Assists Corporate Staff with administrative items.
Provides assistance with coordinating departmental activities and conducting research.
Monitors office supplies inventory and orders or purchases at local stores additional inventory as required. Requires personal shopping trips to local stores.
Makes arrangements for all aspects of company meetings including food, accommodations, meeting spaces, room setup, audio/visual needs, transportation, etc. May physically pick up food from remote locations for meetings.
Assists in preparation of presentation materials including Power Point.
Coordinates and maintains records and files, and prepares or assists with reporting as required.
Opens and sorts daily mail.
Prepares, processes and mails correspondence, including shipping.
Sorts and matches all invoices for approval
Ensures all invoices have been approved by the appropriate person.
Enters all invoices into the accounting system.
Answers all vendor inquiries.
Analyzes vendor accounts for updated contact/remit information.
Prints all accounts payable reports and maintains all accounts payable files.
Prepares analysis of accounts, as required.
Keeps copy area, reception area, conference room and supply room clean and organized.
Completes special projects as assigned.
Performs other duties as assigned or required.
To perform the job successfully, an individual should demonstrate the following competencies:
Customer Service - Responds promptly to customer needs; Responds to requests for service and assistance.
Interpersonal - Maintains confidentiality.
Oral Communication - Speaks clearly; Responds well to questions.
Team Work - Contributes to building a positive team spirit.
Written Communication - Writes clearly and informatively; Presents numerical data effectively; Able to read and interpret written information.
Diversity - Demonstrates knowledge of EEO policy.
Ethics - Treats people with respect; Works with integrity and ethically; Upholds organizational values.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time.
Adaptability - Adapts to changes in the work environment.
Attendance/Punctuality - Is consistently at work and on time.
Dependability - Follows instructions, responds to management direction; Commits to long hours of work when necessary.
Initiative - Asks for and offers help when needed.
Innovation - Generates suggestions for improving work.
Judgment - Exhibits sound and accurate judgment.
Planning/Organizing - Prioritizes work activities effectively and efficiently. Develops realistic action plans.
Professionalism - Approaches others in a tactful manner.
Quality - Demonstrates accuracy and thoroughness; Applies feedback to improve performance.
Quantity - Completes work in timely manner.
Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
High school diploma or GED and at least two years experience in Accounts Payable required. JDE experience preferred.
Ability to read and interpret documents such as instructions and procedure manuals. Ability to write routine reports and correspondence.
Solid general math skills.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
To perform this job successfully, an individual should have knowledge of Word Processing, Excel, Power Point, and accounting software.
Certificates and Licenses:
Valid drivers license and clean driving history.
This job has no supervisory responsibilities.
The noise level in the work environment is usually quiet.
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 accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee must occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include Close vision. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk and reach with hands and arms.
AN EQUAL OPPORTUNITY, M/F, D/V, AFFIRMATIVE ACTION, DRUG FREE WORKPLACE EMPLOYER
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