JOB DESCRIPTION
Job Title: Accounts Payable Clerk and Administrative Assistant
Reports To: Regulatory Compliance and Human Resources Administrator
Status: Non-Exempt – Full Time
Overall Responsibility
The primary purpose is to provide administrative support to the Eklutna, Inc. in both the accounting and administrative departments. Responsibilities will consist primarily of accounts payable and administrative tasks. Specific duties include, but are not limited to the items outlined below.
Accounts Payable Clerk Duties/Responsibilities
• Receive and date stamp all incoming mail
o Distribute incoming vendor invoices for coding via Stampli
• Verifying and auditing the approval of invoices in the Purchase Order System
• Verify that transactions comply with corporate policies and procedures
• Reconcile monthly vendor statements, request invoice copies and research issues
• Provide phone and written communication responses with vendors on their account
• Prepare vendor checks for mailing
• Process manual checks as and when required, post manual check in the system
• Maintain vendor profiles with accurate information
• Assist in month-end closing
• Perform other duties as assigned
Administrative Assistant Duties/Responsibilities
• Greets clients, visitors, and guests; determines the purpose of each person’s visit and coordinates as needed
• Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department
• Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable
• Coordinates front desk coverage for administrative staff
• Receives mail, documents, packages, and courier deliveries and delivers or distributes items
• Replenish coffee & hot water for office throughout the day as necessary
• Updates office calendars as requested
• Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes
• Scan Shareholder and Human Resource Department Documents
o Apply text recognition through Adobe Acrobat
o Name each document according to naming convention
o Save each document in corresponding electronic folders
o Organize each hard copy files
o Track department scanning job with Excel spreadsheet
• Coordinate logistics for events / meetings
• Performs administrative and clerical support tasks including running errands off site
• Assist with preparation of Annual and Informational Shareholder Meetings
• Performs basic filing and recordkeeping
• Performs other duties
Knowledge, Skills and Abilities:
• Must be committed to consistent attendance and punctuality of hours of operation. Normal hours of operation are 8:00 a.m. to 5:00 p.m. with a 1 hour lunch.
• Must be a strong communicator and have ability to be flexible in tasks assigned.
• Ability to represent Eklutna, Inc. and subsidiaries professionally.
• Ability to work well in fast-paced, ever changing environment, with frequent interruptions.
• Possess ability to multi-task, must be detail oriented and have strong organizational skills.
• Work independently, while exhibiting excellent time management and decision making skills.
• Must be self-motivated, creative, resourceful, and show initiative.
• Strong written and verbal communication with various groups/teams.
• Working knowledge of Microsoft programs (Excel, Word, Outlook, Access and Power Point).
Qualifications:
• Experience with Sage Intacct, Stampli, and Excel preferred.
• Minimum of a high school diploma or general education degree (GED); or two to four years related experience and/or training; or equivalent combination of education and experience.
• BA or BS in business preferred.
Core Competency:
• Technical Skills – Emphasis is on accuracy of work product while working at a pace to ensure productivity is effective. Strives to continuously build knowledge and skills.
• Customer Service - Responds promptly to internal and external customer needs, requests for service and assistance.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.
• Team Work - Balances team and individual responsibilities; contributes to building a positive team spirit; puts success of team above own interests; recognizes accomplishments of other team members.
• Interpersonal – Maintains confidentiality of personnel information.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization goals and values.
• Adaptability - Manages competing demands; Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Completes tasks on time or notifies appropriate person with an alternate plan.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Additional Competencies and Qualities
• Problem Solving • Oral & Written Communication
• Work-field Technical • Planning/Organizational
• Self-motivated • Punctual
• Ethical • Support Corporation’s Mission and Vision
Thank You Corporate Chamber Sponsors!
