Administrative Assistant - Staffers : Job Details

Job Description

• Answering phone calls, transferring, and delivering messages to the appropriate personnel.
• Checking emails and responding to clients and personnel in a timely manner.
• Printing, scanning, copying of documents.
• Be familiar with QuickBooks. Creating invoices, creating templates, posting payments, running reports, etc.
• Be familiar with Microsoft Office. Making tables, spreadsheets, formatting, etc.
• Running errands and picking up office supplies when needed.
• Binding, making tabs, making spines to prepare applications.
• Delivery of applications, drawings, letters to MDEQ bringing back stamped rec'd copies and scanning to PM's.
• Filling out expense reports and adding up total costs for each client incl. postage, mileage, etc. Making sure expense reports are in the correct file while keeping up with my time accrued.
• Create project set up forms for client files, create a balance sheet for each file with rate sheets, contracts, PO's, etc. Make sure to remember certain rates for different clients.
• Printing labels for files, set up templates for every new project in QB's.
• Give each new file a project number and keep the project spreadsheet updated accordingly.
• Filing files and pulling files when needed to check budgets, etc.
• Preparing and mailing packages.
• Send OSHA reports.
• Gather accrual for Intrepid at the EOM.
• Develop monthly tax report for Intrepid and send for approval.
• Keep up with credit card receipts, note them and file them in the appropriate credit card files. Make copies of billable expenses and put those in the client file with 10% mark up.
• Print out direct payments and assist with posting them to QB's and files as needed.
• Keep up with the computer inventory when new computers are purchased. Add to spreadsheet and remove when needed.
• Make sure bathrooms have supplies.
• Take the trash out every Thursday and place new bags in cans. (I do my side of the office).
• Organize closets and supply rooms periodically.
• Submit Secretary of State reports annually.
• Write checks.
• Update Spreadsheet and replace old one each month.
• Create tables for taxes for City and County.
• Update phone lists as needed.
• Order shirts, hats, backpacks for new employees.. and marketing materials.
• Set up booths for MMA conferences, print and update marketing flyers.
• Prepare certified mail for clients and reports.
• Order Christmas cards and print labels, stuff envelopes.
• Put all invoices in numerical order and scan one by one to the server before putting them in the invoice binder.

Invoicing

• Printing, formatting, checking, correcting, and sorting timesheets and expense reports for 21+ employees.
• Make sure all expenses on expense reports are on each individual timesheet. (Only billable expenses)
• Put all employee timesheets in alphabetical order AND numerical order based on client name.
• Pull client files in order and put them in the black filing cabinet to invoice.
• Create invoices in QuickBooks.
• Scan invoices to each PM for review and approval.
• Scan/email/mail invoices to client.
• Note every invoice saying how it was sent and when.
• Update balance sheet and project spreadsheet with new balance.