Office Assistant

  • Full or Part 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.

  • On-the-Job Training Available

  • 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

    ● Strong written/oral communication skills
    ● Strong organizational skills
    ● Basic computer knowledge
    ● Sufficient Typing Abilities – 30 wpm or above is preferred
    ● Professional appearance and manner
    ● Self-motivation
    ● Flexibility – ability to adapt to frequent changes in daily tasks as is needed

Job Description and Responsibilities

  • Design and maintain filing and storage systems in the office
  • 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
    • Organize office email, flag emails needing manager attention

  • 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

  • Answer company calls and direct calls as needed
  • Open and maintain customer accounts by recording account 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
    • Prepare and send out Company Thank-You and Service Reminder Cards to Customers
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