Administrative Assistant

Description

The Administrative Asisstant is responsible for providing accounting, finance, employee, and clerical support for Rochester Petroleum Equipment a division of Pump and Meter Service, Inc. This role has a focus on accounting responsibilities including accounts payable and accounts receivable functions. Other responsibilities include being a liaison for field and office staff and scheduling technicians. This role also requires performing routine administrative functions such as organizing and maintaining paper and electronic files, assisting with answering the phone, and participating in meetings.

Requirements

RESPONSIBLITIES:

• Enter job orders and change orders for service and construction jobs. 
• Create, post, and send customer invoices. 
• Assist with closing jobs and answering job inquiries regarding the progress of jobs.
• Post and invoice sales orders.
• Create accounts receivable deposits.
• Create purchase orders. 
• Code, process, and enter accounts payable invoices and employee reimbursements.
• Code and process credit card payments.
• Create assignments on the dispatch board to schedule technicians. 
• Verify employee schedules and prepare timecards for payroll processing.
• Track and assist scheduling employee training and certifications. 
• Assist with answering the phone system and directing customer calls.
• Assist with creating service orders. 
• Process company mail.
• Participate in weekly and monthly meetings as assigned. 

QUALIFICATIONS:

• Highschool Diploma, GED, or equivalent. 
• 2-3 years previous work-related skill, knowledge, or experience in accounts receivable, accounts payable or related finance field. 
• Excellent verbal and written communication in English. 
• Proficient in Microsoft Office Suite. 
• Excellent organizational skills. 
• Excellent time management. 
• Excellent telephone and interpersonal skills. 
• Ability to meet deadlines. 
• Ability to display a positive and helpful attitude. 
• Ability to work with confidential and sensitive information. 
• Ability to adapt to change. 

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

While performing the duties of this job, the Administrative Assistant will typically be in an office setting. The Administrative Assistant is frequently required to operate a computer and file and retrieve written documents. The physical demands include, but are not limited to, standing, sitting, walking, lifting, carrying, reaching, handling, kneeling, crouching, and bending. 

DISCLAIMER AND ACKNOWLEGEMENT

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.

THIS IS NOT A CONTRACT OF EMPLOYMENT, EMPLOYMENT REMAINS AT-WILL AND MAY BE TERMINATED BY EITHER PARTY AT ANY TIME, WITH OR WITHOUT NOTICE OR REASON.