Administrative Assistant

Thomas College•Waterville, ME

24d•Onsite

About The Position

The Administrative Assistant position will provide support to Financial Affairs, Accounting and Human Resources by assisting in the day-to-day operations of the office and serving as the office receptionist. Additionally, the position is solely accountable for the processing and maintaining of timely and accurate accounts payable and all pertinent accounting records consistent with College policy and generally accepted accounting principles (GAAP). This is a full-time, non-exempt, hourly position.

Requirements

Must be able to sit at a workstation and key for up to 7.5 hours a day 5 days a week.
Intermediate computer skills in Word, Excel, and Outlook.
Basic knowledge of accounting.
Ability to work in a fast-paced environment.
Ability to multi-task effectively.
Good interpersonal and communication skills; ability to work effectively with faculty, staff, job applicants, and vendors.
Ability to work independently as well as part of a team.
Associates Degree in Accounting or a closely related field or 2 – 4 years experience with computerized accounts payable systems.

Nice To Haves

Office administration experience preferred.
Knowledge of Intuit Enterprise Solutions (IES) and/or third party payment platforms preferred.

Responsibilities

Serve as office receptionist.
Run various reports and maintain various spreadsheets.
Assist with special projects.
Prepare Funds Requests/PO requests.
Filing (both electronic and hard copy) and ensuring that employee personnel files are accurate and complete.
Mail sorting/distributing.
Process student refund checks weekly.
Process Accounts Payable.
Provide support and assist in integration of new Accounts Payable system.
Monitor new Accounts Payable system.
Promptly research (both internally and externally) all discrepancies with vendor payments to ensure compliance to both college policies and GAAP.
Manage monthly reconciliations.
Manage office supply system.
Manage vendor purchase orders.
Manage disbursement of petty cash funds.