Administrative Assistant I
City Chambersburg
State/Territory Pennsylvania
Work Schedule PT
Apply Now (https://phh.tbe.taleo.net/phh01/ats/careers/v2/applyRequisition?org=MARTFAMO&cws=37&rid=6546)
Job Brief
Come Join our team as an Administrative Assistant!
Job Title: Administrative Assistant
Department: Accounting
Reports To: Director of Finance
FLSA Status: Non- Exempt
Come Join our team as an Administrative Assistant ! We started with pastries handmade by Lois and Lloyd Martin inside of a garage and we have boomed into a multi-facility company where our many products are produced by machines and shipped domestically and internationally. Talk about a rich history and exciting future! As an employer of choice we offer physical, emotional, financial and professional benefits including 401k, disability insurance and paid holidays.
Summary: As a member of the Martin's Family, the Administrative Assistant p rovides administrative support to ensure efficient operation of the finance office
Essential Duties and Responsibilities: include the following. Other duties may be assigned.
Contributes to a paperless office by scanning, reviewing, filing, and shredding confidential documents.
Keeps the office database and filing system up to date and organized.
Assists in preparing confidential correspondence, reports, and other complex documents.
Assists with opening and sorting Director of Finance incoming mail and prepare outgoing mail.
Maintains and organizes files and records in accordance with required guidelines.
Assists with estimated quarterly tax filing by preparing check request, obtaining signatures, and ensuring timely filing.
Assists with preparing and issuing Martin family checks and maintaining the checkbook, as needed.
Schedules meetings and appointments as needed.
Assists with answering or transferring phone calls and taking messages for select staff.
Prepares and updates spreadsheets and other reports as needed.
Runs weekly and period reports and updates records/databases.
Assists as needed with period end financial statement closing for such things as:
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Key and post general journal entries
Prepares journal entry accruals
Prepares schedules that tie to the general ledger.
Assists as needed in the Billing department.
Back-up receptionist (greeting visitors and answering Multi-line telephone system), when needed.
Special projects assigned by Director.
Supervisory Responsibilities:
This job has no supervisory responsibilities.
Competency: To perform the job successfully, an individual should demonstrate the following competencies:
Customer Service - Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.
Oral Communication - Listens and gets clarification; Responds well to questions.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
Judgment - Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Sets goals and objectives; Develops realistic action plans.
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Follows through on commitments.
Adaptability - Manages competing demands.
Ethics - Treats people with respect, keeps commitments, inspires the trust of others, works with integrity and ethically, and upholds organizational values.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
Associates Degree or one year of experience.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Language Skills:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Mathematical Skills:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Computer Skills:
To perform this job successfully, an individual should have proficient knowledge of Microsoft Office Products (Excel, Word, OneNote, Outlook). Previous experience with Microsoft SharePoint helpful.
Other Qualifications:
Ability to work with minimal supervision.
Ability to work extended hours as required.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms; stoop, kneel, crouch, or crawl and talk or hear. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and color vision.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
We are an Equal Opportunity Employer (EEO)
