Administration & Office Assistant

Walsh Duffield Companies•Buffalo, NY

5d•Onsite

About The Position

The Administration & Office Assistant provides reception and administrative support to ensure smooth daily operations, while assisting with accounting, human resources, and other operational functions. The role includes accounting, data entry, customer service, project coordination, and office administration, and requires responsible handling of confidential employee, financial, and business information. Agency-specific training will be provided. Leadership, curiosity, initiative, and teamwork are important to success, and growth and advancement opportunities are available. This is an in-office position in Buffalo, NY. The position is classified as non-exempt and full-time, with a salary range of $50,000–$55,000. Reasonable accommodations may be made for qualified individuals with disabilities to perform the essential functions. The role’s physical demands include regularly sitting and using a computer or other technologies, frequently seeing, talking, and hearing, occasionally standing, walking, and reaching, and regularly lifting or moving up to 10 pounds. The work environment usually has a light noise level. Other duties may be assigned as needed, and the description may be changed; written contractual agreements supersede it.

Requirements

Associate or bachelor’s degree in a business-related field.
Microsoft Office software skills and ability to use computer systems and programs and understand their functionality.
Ability to handle sensitive employee, financial, and business information with confidentiality, discretion, and professionalism, sharing it only with authorized individuals and in accordance with company policies.
Ability to communicate orally and in writing to explain issues, receive and interpret information, and respond appropriately.
Ability to understand written and oral communication and interpret abstract information.
Ability to carry out complex tasks with concrete and abstract variables.
Ability to process written and other materials visually.
Ability to receive detailed information through oral communication.
Detail orientation and a high level of accuracy.
Ability to work with others to create a positive, professional, and productive work environment.
Ability to work independently and manage multiple priorities.
Good decision-making, time-management, and communication skills.

Nice To Haves

Internships or a minimum of 2 years of work experience in business administration or accounting.

Responsibilities

Greet customers and gather information to determine their service needs.
Answer, screen, and direct incoming phone calls.
Process incoming and outgoing mail, including scanning and attaching or routing documents in the agency management system.
Coordinate office operations, including scheduling maintenance and vendor services and maintaining shared spaces such as the kitchen and common areas.
Coordinate office meetings, including scheduling and preparation.
Order, inventory, and restock office supplies.
Process accounts receivable and accounts payable.
Process and report direct bill commissions.
Perform banking transactions and reconciliation.
Process cash receipts and disbursements.
Assist with processing employee benefits vendor payments.
Assist with processing employee expense reimbursements.
Cross-train as needed.
Adhere to the stated expectations of the E&O Plus Quality Management Program.
Provide HR support and assist with assigned projects.
Prepare documents in Microsoft Word and manipulate Excel worksheets.
Learn software tools and assist with training at the desk level.
Provide administrative support for IT.
Assist with company wellness initiatives.
Coordinate company and department events.