Office Administrator III

Welcome!

The Office Administrator III applies general knowledge to assist with moderately complex projects and assignments within the Office Management family. Works under general supervision.

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 ofpetty 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 receiptto designated person.

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

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

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

Processes extended warranty claims in accordance with established procedures and processes toinclude reviewing individual product warranty information in order to complete appropriate vendor’swarranty 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 orderto complete spreadsheet for routing for entry by corporate personnel.

Responsible for timely and accurate completion of billing activities and related reports. Ensures thatall 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 schedulevisits, 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 usingthe 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 calculateestimated 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.

Trains, mentors and coaches other Administrative Support and ensures that work produced meetsproduct/service standards and exceeds quality standards.

Performs similar/other duties as needed or assigned.

Qualifications:

High school diploma or equivalent with 4 years’ experience in general clerical or accounting clerk

Knowledge of generally accepted administrative practices and procedures

Ability to learn and follow company process and procedures, including the fundamentals of human resource-related recordkeeping and record retention

Ability to maintain confidentiality of human resource and other sensitive data Ability to work well under pressure

Ability to meet deadlines consistently with high levels of attention to detail

Capable of dealing with stressful situations and unhappy…