Office Administrator III

Reports To: General Manager

Status
:
Full-time, Regular position

Category
:
Administrative/ Clerical

Location Name
:
Falso Service Center

Location Address
: 6019 Corporate Dr, East Syracuse, NY 13057

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The Senior Administrative Support is responsible for monitoring the activities of multiple Administrative Supports. Trains, mentors and coaches other Administrative Support and ensures that work produced meets product/service standards and exceeds quality standards. Provides general administrative and clerical support to the location following standardized processes and procedures. Utilizes various computerized systems and software to perform tasks. Variation in tasks is contingent on the size and staffing level of the location.

Work is performed under general supervision with latitude for limited decision making.

• 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
  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…