Administrative Specialist Information, Job Description, and Responsibilities
Full-Time Position
*Compensation package is based on full-time position and is provided to part-time employees on a prorated basis.
**Medical insurance included health, dental and vision. A portion of health insurance premiums are paid by the employer.
Compensation Package Provided*
● Hourly Wage Compensation
● Paid Holidays
● Paid Vacation/Sick Leave
● Medical Insurance**
● Life Insurance
● Short-Term Disability
● Long-Term Disability
● Simple IRA Match
● Additional Voluntary Benefits Available
Requirements
● High school diploma or equivalent
● Strong written/oral communication skills
● Strong organizational skills
● Strong problem solving skills
● Advanced computer knowledge – Office products, Quickbooks or other accounting program
● Sufficient Typing Abilities – 35 wpm or above is preferred
● Professional appearance and manner
● Self-motivation
● Flexibility – ability to adapt to frequent changes in daily tasks as is needed
● Previous experience in customer service or public relations
On-the-Job Training Available
- Design and maintain filing and storage systems in the office
- Bookkeeping/Accounting Tasks
- Match Bank Feed to Register in accounting software (preliminary check)
- Deposit Customer Payments
- Prepare bank deposits and deliver to bank
- Apply Payment to an Invoice
- Deposit Payments in accounting software
- Confirm invoices/estimates from the calendar. Alert manager to discrepancies.
- Expense itemized data entry in accounting software
- Send reminders to customers with open/overdue invoices
- Prepare and send out statements on a monthly basis to commercial customers.
- Prepare and send out statements commercial customers at fiscal year-end.
- Download and file company financial statements
- Create, edit, and update spreadsheets as needed
- Assist in preparation for company tax filings.
- Other bookkeeping/accounting tasks not listed above
- Payroll Preparation Assistance
- Compare employee timesheets to scheduled appointments
- Verify employee timesheets for accuracy and flag any errors
- Backup office computers to external hard drives on a weekly basis
- Prepare external hard drive at fiscal year-end for off-sight storage
- Data Entry and Digitizing
- Expense and invoice itemized entry for archived paper documents
- Scan and electronically file archived paper documents
- Maintain office supply inventory and order as needed.
- Plan and prepare company office meetings
- Communicate with field employees about office meetings, invoice/appointment discrepancies, timesheets, etc.
- Maintain office appearance and cleanliness.
- Retrieve documents and files when requested
- Assist HR with sorting and collating resumes: organizing data for applicants
- Read and route incoming mail and process outgoing mail
- Check Company Office & PO Box for mail
- Prepare and send out Company Thank-You and Service Reminder Cards to Customers
- Organize office email, flag emails needing manager attention.
- Open and maintain customer accounts by recording account information
- Maintain financial accounts by processing customer adjustments
- Prepare product or service reports by collecting and analyzing customer information
- Keep records of customer interactions, process customer accounts and file documents
- Use telephones/email to reach out to customers and verify account information
- Take payment information and other pertinent information such as addresses and phone numbers
- Identify and assess customers’ needs to achieve satisfaction
- Recommend potential products or services to management by collecting customer information and analyzing customer needs
- Answer questions about warranties or terms of sale
- Suggest solutions when a product malfunctions
- Compile reports on overall customer satisfaction
- Build sustainable relationships of trust through open and interactive communication
- Go the extra mile to engage customers
- Greet customers warmly and ascertain problem or reason for calling
- Resolve product or service problems by clarifying the customer’s complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; expediting correction or adjustment; following up to ensure resolution
- Resolve customer complaints via phone, email, mail or social media
- Contribute to team effort by accomplishing related results as needed
- Manage large amounts of incoming calls and other forms of communication
- Generate sales leads
- Provide accurate, valid and complete information by using the right methods/tools
- Follow communication procedures, guidelines and policies
- Advise on company information
- Place or cancel orders
- Act as the company gatekeeper
- Work with customer service manager to ensure proper customer service is being delivered
- Handle changes in policies or renewals
- Assist in formulating PR plans and strategies
- Enhance the company’s voice and presence through online and offline channels
- Assist with managing media relations and requests
- Write press releases, blog material and other PR copy
- Assist with planning and supervising events, fairs, conferences etc.
- Support the implementation of promotional plans
- Present solutions in times of PR conflicts
- Facilitate the resolution of disputes with the public or external vendors
- Lead survey initiatives and analyze public opinion
- Attend networking and other promotional event/meetings