Receptionist

QuickStaff•Warren, PA

18h

About The Position

The Administrative Assistant, Accounting & Receptionist supports accounting and front-office operations. The role handles payroll information and reports, employee expenses, petty cash, accounts receivable and payable, accounting records, and reporting. It also provides reception and general office support, including answering calls, coordinating shipments, and maintaining office supplies. This is a full-time, salaried position in the Accounting / Reception department and reports to the President / Staff Accountant.

Requirements

Strong organization and attention to detail.
Ability to handle numbers, paperwork, and deadlines responsibly.
Professional communication skills and enjoyment of helping others.
Ability to switch between accounting tasks and front-office responsibilities.
Initiative, efficiency, dependability, and a team-focused attitude.

Responsibilities

Collect payroll information and prepare accurate, timely payroll reports and checks.
Complete certified payrolls and Davis-Bacon worksheets for applicable projects.
Enter shop and field employee hours into the shop order database.
Process employee expense reports and manage petty cash.
Assist with year-end tax documents and prepare new-hire paperwork packets.
Prepare and send customer invoices as directed by management, including commercial invoices when needed.
Request and manage insurance certificates.
Keep job files organized.
Process incoming vendor invoices and prepare, print, and organize checks for mailing and payment.
Prepare month-end reports to help the Staff Accountant close the books.
Keep accounting records and paperwork organized.
Assist with special reports requested by management.
Help organize and archive prior-year files at year-end.
Answer incoming calls and connect callers with the appropriate people.
Coordinate UPS orders and shipments.
Keep the soda machine stocked and managed and ensure coffee supplies are ready.
Assist with additional office duties as needed.