Executive Assistant / Accounting Assistant

Security Services Northwest Inc•Sequim, WA

27d•$24 - $25•Onsite

About The Position

The Executive Assistant / Accounting Assistant provides high-level administrative, organizational, and operational support to executive leadership while serving as a trained backup for payroll processing and related administrative functions. This position requires exceptional organizational skills, discretion, accuracy, professionalism, and the ability to manage competing priorities in a fast-paced security services environment. The Executive Assistant helps ensure executive operations run efficiently, communications are handled appropriately, records are maintained accurately, and critical administrative functions continue during staff absences or periods of increased workload. As the designated backup for payroll, this position assists with payroll preparation, verification, reconciliation, and processing tasks as assigned to maintain payroll continuity, accuracy, confidentiality, and compliance with applicable requirements.

Requirements

High school diploma or equivalent required
Demonstrated proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
Ability to learn and use company-specific payroll, timekeeping, document management, and administrative systems.
Strong written and verbal communication skills.
Demonstrated ability to manage multiple priorities and meet deadlines.
High level of accuracy and attention to detail.
Ability to handle confidential, sensitive, and proprietary information appropriately.
Professional judgment and the ability to work independently within established guidelines.

Nice To Haves

associate degree or relevant postsecondary education preferred
Three or more years of administrative, executive support, accounting, payroll, or related office experience preferred

Responsibilities

Provide direct administrative support to executive leadership, including scheduling, correspondence, document preparation, and follow-up on assigned projects.
Manage executive calendars, schedule meetings, coordinate appointments, and communicate scheduling changes.
Prepare agendas, meeting materials, reports, presentations, spreadsheets, and other business documents.
Record meeting notes and track assigned action items, deadlines, and follow-up requirements.
Screen, prioritize, and route incoming communications, requests, and correspondence as appropriate.
Coordinate travel arrangements, reservations, expense documentation, and other executive logistics as assigned.
Maintain organized electronic and physical files, records, and confidential documents.
Assist with special projects, operational initiatives, and company-wide administrative needs.
Serve as a professional point of contact for internal departments, clients, vendors, and other business contacts.
Monitor deadlines and proactively communicate outstanding items requiring executive attention.
Maintain working knowledge of SSNW payroll procedures, systems, deadlines, and internal controls.
Reconcile AMEX Statements
Billing for Answering service and Patrol
Billing for Site Security and Remote monitoring
Serve as backup support for payroll processing during the absence of the primary payroll administrator or when additional assistance is required.
Collect, review, and verify timekeeping information, approved timecards, pay adjustments, and other payroll-related documentation.
Identify discrepancies involving hours worked, overtime, missed punches, pay codes, job assignments, or other payroll entries and coordinate corrections with the appropriate department.
Assist with reviewing payroll data for completeness and accuracy before submission.
Enter or verify approved payroll adjustments in accordance with established procedures and authorization requirements.
Assist with payroll reconciliations, exception reports, and supporting documentation.
Help ensure payroll deadlines are met and promptly escalate issues that may affect employee pay.
Maintain accurate, confidential payroll records and follow established document-retention procedures.
Assist with researching and resolving payroll questions or discrepancies in coordination with the primary payroll administrator and appropriate leadership.
Follow applicable federal and Washington State wage-and-hour requirements, company policies, and payroll procedures.
Protect employee payroll, banking, tax, wage, and other confidential information.
Complete required cross-training and maintain current written procedures to support uninterrupted payroll operations.
Assist with preparing, reviewing, organizing, and distributing company documents, forms, reports, and internal communications.
Coordinate with Human Resources, Operations, Finance, and other departments to obtain information and complete assigned administrative tasks.
Maintain tracking logs, spreadsheets, calendars, and other administrative tools.
Support process improvements that increase accuracy, efficiency, consistency, and accountability.
Assist with gathering documentation for internal reviews, audits, compliance requests, and management reporting.
Identify administrative bottlenecks and recommend practical solutions.
Perform other related duties as assigned by executive leadership.