Administrative Assistant/Bookkeeper (This is not a Yuma County Position)

Yuma County, AZ - 230 West Morrison Street, AZ

Full-time

230 West Morrison Street, AZ

Executive, Legislative, and Other General Government Support

About the position

Under general supervision, the Administrative Assistant/Bookkeeper position is responsible for providing office support, clerical, and daily bookkeeping tasks to ensure YMPO adheres to best practices. This role includes providing clerical and administrative support to ensure efficient operation of the office, answering incoming calls, scheduling meetings, and supporting visitors. The position also involves creating and maintaining organized filing systems, making travel arrangements for staff, preparing and reconciling travel requests and expense reports, maintaining supplies inventory, and developing general inventory logs. Additionally, the role requires listening and transcribing meeting minutes, managing accounts payable and receivable using QuickBooks, and preparing operating and payroll demand requests.

Responsibilities

• Provides clerical and administrative support to ensure efficient operation of office.
• Answers incoming calls, schedules meetings, and supports visitors.
• Creates and maintains organized filing systems, both electronic and physical.
• Makes travel arrangements for staff such as conference registrations, booking hotels, cars, and restaurant reservations.
• Prepares and reconciles travel request and expense reports.
• Maintains supplies inventory, anticipates future needs, and places orders.
• Develops and maintains general inventory logs.
• Transcribes meeting minutes for the TAC and Executive Board.
• Responsible for essential tasks relating to accounts payable and accounts receivable using QuickBooks.
• Establishes and maintains relationships with new and existing vendors.
• Prepares operating and payroll demand requests.
• Records grant, member dues, and receipts.
• Serves as petty cash custodian, documents disbursements, replenishes, and reconciles petty cash.
• Collects timesheets/leave forms and populates payroll summary for review.
• Collects in-kind forms from members, tracks attendance, and maintains in-kind revenue log.
• Develops and prepares supporting schedules for audits.
• Performs other responsibilities as assigned.

Requirements

• High school diploma/GED AND thirty (30) semester hours of post high school coursework in accounting, business administration, public relations, management, or a closely related field.
• Five (5) years of progressively responsible administrative experience.
• An Associate degree will substitute for one year's work experience.
• Must possess and maintain a valid Arizona driver's license and a clean Motor Vehicle Report.

Nice-to-haves

• Undergraduate certificate in accounting.

Benefits

• EOE/AA/ADAAA/M/F/V/D
• Drug-free workplace