Definition and Role
Reporting directly to the Vice President of Finance, works independently performing a wide range of complex and confidential administrative and clerical support duties. Requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts.
Job Responsibilities and Duties
- Opening and sorting mail
- Scan invoices and save to shared drive
- Enter invoices daily in Quickbooks for 4-5 legal entities and 20 classes
- Create new vendors in Quickbooks and obtain W9
- Run Unpaid Detail Report and review for correctness, forward to Accountant for review
- File alphabetically and chronologically unpaid invoices
- Matching of invoices to checks and prepare for mailing
- Maintain paid vendor files from completion to storage
- Review vendor statements and rectify outstanding items
- Contacting vendors with questions
- Collect and file receipts for Credit Cards, match to statement, approve in Expense Path and upload to Quickbooks
- Collect Mile IQ reports and enter Monthly Stipend payments
- Create Purchase Orders in Quickbooks as requested
- Any and all other duties assigned/requested by your direct supervisor.
Physical Requirements
- Mobility and Lifting: Frequent sitting for extended periods of time; frequent standing; frequent lifting up to 25 pounds.
- Visual: Constant ability to read information, including close up; constant ability to use a computer screen; frequent use of good overall vision, including color perception.
- Dexterity: Constant eye and hand coordination and manual dexterity to write, operate a computer keyboard and finely manipulate small objects.
- Emotional/Psychological: Constant ability to make decisions and concentrate.
