Westchester, Illinois
Administrative Assistant Job Opening in Westchester, Illinois - Administrative Assistant
Summary
Approximately 60% of time will be dedicated to Accounts Payable support. Approximately 40% of time will be devoted to general office support; this includes typing, scheduling, coordination of meetings and conferences, obtaining supplies, handling mail, and working on special projects. Also, answers non-routine correspondence and may assemble highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload.
Essential Functions
Accounts Payable
Maintains and updates filing system for Accounts Payable. Retrieves information from files when needed.
Documents and reconciles corporate credit card expenses.
Enters invoices into accounting system as needed.
Organizes and mails weekly vendor checks.
Processes expense and travel reimbursements.
Requests updated Certificates of Insurance as needed.
General
First responder for all incoming calls. Takes messages or fields/answers all routine and non-routine questions.
Handles incoming and outgoing mail. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
Tracks and orders supplies as needed.
Schedules and organizes complex activities such as meetings, travel, conferences and corporate activities for all members of the corporate office.
Organizes and prioritizes large volumes of information.
Works independently and within a team on special nonrecurring and ongoing projects.
Competencies
Technical Capacity.
Personal
Thoroughness.
Collaboration Skills.
Communication Proficiency.
Flexibility.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment.
Physical Demands
This is largely a sedentary role; however, filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
Position Type and Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m.
Required Education and Experience
One year of administrative experience.
Preferred Education and Experience
Two years of related experience.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Job Type: Full-time
Required education:
Associate
Required experience:
Administrative Assistant: 1 year
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