Administrative Assistant Jobs

Administrative Support

Position Summary

The Administrative Support position provides essential administrative, accounting, and human resources support to help ensure accurate financial records, regulatory compliance, efficient office operations, and exceptional customer service. This role is responsible for supporting accounts receivable and payable functions, maintaining financial and personnel records, coordinating HR processes, and assisting management with reporting, compliance, and daily administrative operations.

· Enter and process customer payments accurately and in a timely manner.

· Prepare cash deposits, deposit checks, and reconcile bank statements.

· Generate financial reports for management and maintain accurate accounting records.

· Make collection calls and send collection emails while maintaining professional customer relationships.

· Answer customer inquiries regarding account balances, invoices, payments, and statements.

· Manage the accounting email inbox and respond to or route inquiries appropriately.

· Enter, distribute, and track vendor bills for payment processing.

· Print checks and assist with accounts payable processing.

· Send customer statements, assist with invoicing, and monitor accounts receivable aging reports.

· Post transactions to the general ledger and help ensure financial records are current and accurate.

· Maintain, track, and verify purchase requests to ensure accuracy and completeness.

· Assist with maintaining organized accounting files and supporting month-end and year-end financial processes.

· Assist the management team in preparing H-2A petitions and support compliance with all applicable federal and state regulations governing the H-2A program.

· Assist with preparing and posting job advertisements for open positions.

· Track employment applications, coordinate interviews, and support hiring managers throughout the recruitment process.

· Conduct new hire orientations and complete onboarding documentation in compliance with federal and state employment laws.

· Maintain, organize, and periodically audit employee personnel files to ensure accuracy and compliance.

· Track employee accident reports, process workers' compensation claims, and prepare the annual OSHA 300 Log.

· Assist management in administering and maintaining the company's safety program.

· Assist management in reviewing and maintaining current and accurate job descriptions.

· Maintain and update the company calendar.

· Order office, cleaning, and facility maintenance supplies.

· Assist with the management and maintenance of office equipment.

· Maintain organized filing systems for accounting, HR, and administrative records.

· Keep administrative logs, reports, and documentation current and accurate.

· Provide general administrative support to the accounting and management teams.

· Perform other administrative duties as assigned to support daily business operations.

Qualifications

· Previous experience in administrative support, accounting, bookkeeping, accounts receivable/payable, or human resources preferred.

· Working knowledge of general accounting principles and office administration.

· Familiarity with HR processes, onboarding, personnel recordkeeping, and employment compliance is preferred.

· Strong attention to detail with the ability to maintain accurate financial and personnel records.

· Excellent written and verbal communication skills, including the ability to interact professionally with customers, employees, and management.

· Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.

· Proficiency with accounting software, Microsoft Office applications, spreadsheets, email, and standard office equipment.

· Ability to maintain confidentiality and exercise discretion when handling financial and personnel information.

Pay: From $16.00 per hour

Expected hours: 40.0 per week

Work Location: In person