• Accounts Payable Clerk & Administrative Assistant

    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
     

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