Branch Administrative Assistant

Murphy Tractor & Equipment • Des Moines, IA

9h

About The Position

The Branch Administrative Assistant supports branch administration and accounting. The role answers and directs calls, manages customer accounts, prepares reports, processes customer payments, makes bank deposits, calculates and submits payroll, and helps arrange employee travel and customer and employee events. The assistant also performs other administrative duties as directed by the Branch Manager.

Administrative work includes operating a multi-line Cisco IP telephone system; greeting and directing visitors; tracking staff availability; handling mail; preparing daily customer-receipt deposits; submitting monthly sales and product-support meeting reports; updating vendor service software; reviewing aging reports; assisting with weekly inventory; supporting sales paperwork and rental contracts in Equip; billing customers; ordering supplies; assisting with expense reports and service-truck fuel records; helping register and renew company vehicles; and arranging employee travel.

Accounting duties include managing and converting customer accounts, generating monthly account reports, following up on past-due invoices, supporting receivable accounts with corporate John Deere Credit, updating and assisting restricted PowerPlan customers, posting payments, reconciling petty cash, requesting vendor and customer tax documentation, and coding and sending invoices to Corporate.

Requirements

• High school diploma or GED required.
• Strong knowledge of Microsoft Office and the Internet.
• Knowledge of office machines, including copier, fax, scanner, and printer.
• Communicate effectively with customers, coworkers, employees, and vendors, including by email and telephone.
• Meet commitments and deadlines; process work accurately; and complete documentation and reports promptly.
• Organize and prioritize numerous tasks and complete them under time constraints; stay focused under pressure.
• Maintain a high level of mental effort while handling a high volume of tasks and other essential duties.
• Interact professionally and use interpersonal skills to communicate and follow instructions with diverse customers, employees, and vendors, with ordinary courtesy and tact.
• Hold a standard operator’s license and be able to drive company vehicles.
• Be open to new procedures, technology, and structure.

Nice To Haves

• A two-year degree from a college or school, or at least three years of related experience and/or training, is preferred.

Responsibilities

• Answer, screen, forward, and otherwise handle calls on the multi-line Cisco IP telephone system; provide information, take messages, and schedule appointments.
• Greet visitors, determine the purpose of their visit, and direct or escort them to destinations.
• Maintain and communicate staff members’ vicinity and availability to employees and appropriate guests.
• Sort, open, and deliver mail.
• Prepare daily bank deposits of customer receipts and take deposits to the bank.
• Submit monthly sales and product-support meeting reports to the corporate office.
• Update and install service software from MTEC vendors.
• Research Aging Reports and submit feedback to the Branch Manager.
• Assist with weekly inventory by printing reports and resolving discrepancies.
• Assist the Sales department with paperwork, rental contracts in Equip, customer billing, and call-frequency updates.
• Order office supplies and assist employees with completing and submitting expense reports.
• Assist the Service Department with recording fuel purchases for service trucks.
• Assist Corporate with annual vehicle registration and renewals.
• Help organize customer and employee events, including retirement parties and open houses.
• Arrange employee travel, including airline flights and hotels.
• Manage MTEC customer accounts and convert customer accounts to PowerPlan.
• Generate monthly customer account reports for the Branch Manager.
• Follow up with customers on past-due invoices and provide requested information.
• Partner with corporate John Deere Credit and support customers with receivable accounts.
• Provide weekly updates on restricted PowerPlan customer accounts and help customers reconcile accounts and resolve issues.
• Receive customer payments and post them promptly to the proper accounts.
• Manage and reconcile the petty cash checking account and submit a report to the corporate MTEC office.
• Request W9 and sales tax-exempt Form 13 documentation from new vendors and customers.
• Code invoices and send them to Corporate.
• Perform other duties assigned and directed by corporate management within the company’s objectives.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED