Administrative Assistant (DMAC)

Position Summary The Administrative Assistant provides administrative, clerical, and basic accounting support to ensure efficient day\-to\-day office operations. This position is responsible for supporting Accounts Receivable (A/R), Accounts Payable (A/P), scheduling, recordkeeping, customer and vendor communication, and general receptionist duties. The Administrative Assistant must maintain accurate records, protect confidential information, and provide professional and timely support to staff, customers, vendors, and management. Essential Duties and Responsibilities: Accounts Receivable (A/R) · Prepare and issue customer invoices accurately and in a timely manner. · Record and process customer payments. · Maintain accurate customer account and payment records. · Monitor outstanding accounts receivable balances and aging reports. · Follow up professionally on past\-due invoices and outstanding balances. · Assist with resolving billing discrepancies and customer account questions. · Maintain supporting documentation for invoices, payments, credits, and adjustments. · Assist management with A/R reports and account reconciliation. Accounts Payable (A/P) · Receive, review, and enter vendor invoices. · Verify invoices against purchase orders, receipts, and other supporting documentation. · Route invoices for proper approval before payment. · Maintain accurate vendor records and supporting documentation. · Prepare payments and payment documentation according to established procedures. · Monitor due dates to help ensure invoices are paid on time. · Research and assist with resolving vendor invoice or payment discrepancies. · Assist with account reconciliation and preparation of A/P reports. Administrative \& Scheduling Responsibilities · Maintain calendars and coordinate meetings, appointments, deliveries, and other scheduled activities. · Assist with employee and operational scheduling as needed. · Answer and route incoming telephone calls and emails. · Greet visitors, customers, vendors, and other guests professionally. · Prepare correspondence, reports, spreadsheets, forms, and other documents. · Organize and maintain electronic and physical filing systems. · Perform data entry and maintain accurate business records. · Order and maintain office supplies. · Assist management with reports, documentation, and special projects. · Coordinate communication between departments, customers, vendors, and outside partners. · Maintain confidentiality of financial, employee, customer, and organizational information. · Perform additional administrative duties as assigned. Required Knowledge, Skills, and Abilities · Working knowledge of Accounts Receivable and Accounts Payable processes. · Strong organizational and time\-management skills. · High level of accuracy and attention to detail. · Ability to manage multiple priorities and meet deadlines. · Strong written and verbal communication skills. · Professional customer\-service skills. · Ability to work independently and as part of a team. · Basic understanding of invoices, purchase orders, payments, and financial recordkeeping. · Proficiency with Microsoft Word, Excel, Outlook, and other standard office software. · Ability to learn accounting, ERP, scheduling, and other business software. · Ability to maintain confidentiality and appropriately handle sensitive information. Education and Experience Required: · High School Diploma or GED. · Basic computer and office software proficiency. · Previous administrative, clerical, bookkeeping, customer service, or office experience preferred. Preferred: · Associate degree or coursework in Business Administration, Accounting, Finance, or a related field. · 1\-2 years of administrative office experience. · Previous experience with Accounts Receivable (A/R) and/or Accounts Payable (A/P). · Experience using accounting or ERP software. Physical Requirements · Ability to sit and work at a computer for extended periods. · Ability to communicate effectively by telephone, email, and in person. · Ability to occasionally lift and carry office materials weighing up to 25 pounds. Work Environment This position primarily works in an office environment and regularly interacts with employees, customers, vendors, management, and outside partners. The Administrative Assistant is expected to maintain professionalism, accuracy, confidentiality, and a high level of customer service at all times. Pay: $18\.00 \- $21\.42 per hour Expected hours: 40\.0 per week Benefits: Dental insurance Health insurance Professional development assistance Vision insurance Work Location: In person