Administrative Assistant / Bookkeeper

Administrative Assistant & Bookkeeping Job Description

Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time-sensitive material. Familiar with a variety of the field's concepts, practices, and procedures.

Ability to effectively communicate via phone and email, ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals, and a wide degree of creativity and latitude is expected. Typically reports to the Owner or Office Administrator

Administrative Assistant Responsibilities/ Bookkeeping Assistant

• Answer and direct phone calls
• Organize, schedule & confirm appointments and meetings
• Maintain contact lists
• Maintain a filing system
• Provide information by answering questions and requests
• Generate reports
• Handle multiple projects
• Collect on customer invoices
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Cover the reception area and greet customers
• Handle sensitive information in a confidential manner
• Coordinate office procedures
• Reply to email, telephone, or face-to-face inquiries
• Receive, sort, and distribute the mail
• Coordinate repairs to office equipment
• Provide polite and professional communication
• Implement clerical duties and administrative processes
• Conduct data entry
• Provides support to the Owner on daily office tasks as needed
• Provides support to Office Administrator as needed
• Maintains all licenses and registrations & insurance for business and vehicles
• Maintain mileage log on Company vehicles & Employees personal mileage
• Handle all new hire paperwork & background checks
  
  

Bookkeeping

• Preparation of daily register reports
• Handle payable & receivable accounts
• Process payroll weekly
• File & pay sales Tax Monthly
• File & pay franchise taxes yearly
• Assist in QuickBooks as needed
• Run reports for owner in QuickBooks
  
  

Administrative Assistant Qualifications

• Proven admin assistant & bookkeeping experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multitask 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
• At least 5 years of experience in the field or in a related area
• High school diploma or equivalent; college degree preferred
  
  

Administrative Assistant Skills & Proficiencies

• Administrative Writing Skills
• Proficiency in Microsoft Office
• Knowledge of QuickBooks
• Analysis
• Professionalism
• Problem-Solving
• Verbal Communication
• Office Administration Procedures
• Attention to Detail
• Accuracy in data entry & math skills
• Multitask
• Telephone Skills
• Teamwork
• Discretion and Judgment
• Patience
• Resourcefulness
• Anticipates Needs
• Flexibility
• Microsoft Office Skills
• Typing Skills