Users Administrative Assistant

Albany, NY based advertising agency is seeking a talented and experienced Administrative Assistant. The successful candidate will be responsible for bookkeeping tasks involving accounts payable, accounts receivable, data entry, excel work and various small projects along with assisting in promotional product orders and product sourcing. The administrative assistant duties involve answering telephones, typing, word processing, video calls, office machine operation and filing.

Energetic professional who doesn’t mind wearing multiple hats. Experience with Quickbooks is a plus, handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

Responsibilities:

• Recording and reconciling accounts receivable and accounts payable
• Checking figures, postings and documents for correct entry
• Assist with monthly G/L reconciliation
• G/L analysis when necessary
• Assign and monitor clerical, administrative, and secretarial responsibilities and tasks among office staff
• Participate actively in the planning and execution of company events
• Filing Systems are maintained and current
• Analyze and monitor internal processes
• Establish references and protocols for the office by outlining procedures for protection, new hires, retention, and staff transfers
• Provide orientation and training to new employees
• Coordinate with IT department on all office equipment needs
• Research and identify suitable promotional products from a variety of vendors based on client needs and budget
• Build and maintain strong relationships with promotional product vendors
• Follow orders from start to finish to ensure deadlines are met, orders are shipped on time, and items arrive as expected
• Prepare and send order confirmations and invoices to clients
• Reconcile shipping invoices

Requirements:

• Knowledge of office responsibilities, systems, procedures and principles
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office
• Knowledge of accounting, data and administrative management practices and procedures
• Computer skills and knowledge of office software packages

Salary Range (based on experience): $19-$22/hour

Please email cover letter and resume along with salary requirements. Please no phone calls.