Administrative Assistant IV Job Hampton Bays New York USA,Administrative/Clerical

Location: Hampton Bays

Welcome! The Administrative Assistant IV uses practical knowledge to complete moderately complex projects and assignments within the Administrative Support family. Helps train or mentor less experienced employees. Works under general direction.

Key Responsibilities:

Answers telephone and assists call or routes call to appropriate person.

Sorts and opens mails, orders office supplies, and maintains files.

Disburses cash from Petty Cash Fund, collects receipts and other required documentation for use of petty cash, reconciles cash expenditures to balance fund monthly, and submits required documentation to Accounts Payable for replenishment of fund.

Removes payments and documents from Lock Bock, enters required information in cash log, completes deposit slip and deposits funds in bank, and faxes/emails deposit information and receipt to designated person.

As requested or from approved list, enters required information into designated system in order to create Purchase Orders.

Obtains management approval of purchase order and routes/retains purchasing documentation in accordance with standardized procedures.

Maintains spreadsheet record of usage of consigned inventory; creates purchase orders in designated system as inventory is used; reconciles available consigned inventory to usage spreadsheet, and reconciles invoices to purchase orders for consigned inventory.

Processes extended warranty claims in accordance with established procedures and processes to include reviewing individual product warranty information in order to complete appropriate vendor’s warranty documents.

Completes Returned Goods Authorization forms and log and tracks payments/credits from vendor.

Reviews timesheets for completeness, correctness, and required approvals prior to faxing to appropriate corporate personnel for entry into time-keeping system.

Calculates piece rate payments due in accordance with piece-rate program and gathers data relating to spiffs payments due in order to complete spreadsheet for routing for entry by corporate personnel.

Responsible for timely and accurate completion of billing activities and related reports.

Ensures that all billing inquiries are researched and resolved quickly using approved training techniques.

Responsible for timely and accurate completion of accounts receivable activities including, but not limited to, printing invoices and mailing to customers, calling on accounts with balance owed, collecting cash/check/credit card payments and deposits made timely, and related reports.

Responsible for membership activities including filing agreements, calling on customers to schedule visits, generating monthly reports, and handling the Ad Builder website.

Responsible for timely closing of center tickets and job ensuring accuracy of all information.

Gathers required information and documentation in order to complete Employee Action Notice using the Exponent HR System.

Emails/faxes new-hire documentation and other required forms and documents to payroll or designee.

Generates various systems reports in order to document updated status of activities and complete required fiscal close forms for month, quarter, and year-end close.

May be required to calculate estimated values for wages due, pending invoices, or other items.

Follows SOX procedures to ensure all required files and documents are in place and correct.

Represents the company professionally, honestly, and ethically in all business matters and activities.

Performs similar/other duties as needed or assigned.

Qualifications:

High school diploma or equivalent with 6+ year experience in general clerical or accounting clerk.

Knowledge of generally accepted administrative practices and procedures.

Ability to learn and follow company process and procedures,…