Administrative Assistant Jobs in Reno, TX

About The Position

Requirements

• Proficiency in answering phone calls.
• Ability to greet guests and manage reception area.
• Skill in managing employment applications (English/Spanish).
• Attention to detail in ensuring applications are complete.
• Ability to maintain a clean and organized reception area.
• Capability to maintain stock of breakroom supplies.
• Ability to maintain stock of office supplies.
• Skill in maintaining an inventory and stock of cleaning supplies.
• Proficiency in sorting mail and directing it to the correct departments.
• Experience in scanning and depositing checks.
• Ability to shred confidential documents.
• Skill in mailing documents.
• Experience creating FedEx/USPS shipments.
• Ability to check and maintain printers/scanners.
• Willingness to assist with miscellaneous office tasks.
• Ability to file documents and label boxes.
• Skill in scanning and submitting expense reports.
• Proficiency in printing and scanning documents.
• Ability to place lunch orders (online/phone/in person).
• Skill in managing food delivery or pick-up.
• Ability to set tables and identify meals.
• Experience in scanning invoices.
• Ability to request invoices from vendors.
• Experience in printing checks.
• Ability to maintain records of checks.
• Skill in scanning and uploading credit card statements.
• Skill in scanning and uploading bank statements.
• Ability to send checks via mail.
• Understanding of check ordering process and lead times.
• Ability to oversee checks for timely payment.
• Proficiency in processing payroll.
• Ability to implement payroll changes as requested.
• Skill in separating payrolls using Excel spreadsheets.
• Ability to upload paystubs to a server.
• Skill in filing payroll and PTO worksheets.
• Ability to distribute paystubs.
• Skill in requesting funds from the treasurer department.
• Ability to retrieve medical invoices from a portal.
• Skill in sorting invoices on Excel spreadsheets.
• Ability to identify expenses per customer and entity.
• Ability to submit expenses to accounting departments.
• Ability to submit funds to the treasurer department.
• Ability to pay invoices online.

Nice To Haves

• Previous experience as an Executive Administrative Assistant.
• Bilingual in English and Spanish.
• Experience with accounting software.
• Familiarity with HR processes.
• Strong organizational skills.
• Excellent communication and interpersonal skills.
• Ability to multitask and prioritize effectively.
• Proactive and detail-oriented approach.

Responsibilities

• Answering phone calls and filtering them to the appropriate person.
• Greeting guests, announcing their arrival, offering refreshments, and preparing for their visit.
• Managing employment applications, ensuring they are complete, and submitting them to HR.
• Ensuring visitors accessing the warehouse wear safety vests.
• Maintaining a clean and organized reception area, ensuring seating is available.
• Turning on front TV screens daily.
• Cleaning the conference room after visits and meetings.
• Adding guest names to the “Welcome” screen in the lobby.
• Maintaining stock of breakroom supplies (coffee, tea, snacks, cleaning supplies, etc.).
• Brewing coffee if needed before 10 am.
• Keeping the office area clean throughout the day.
• Maintaining stock of office supplies (paper, pens, folders, binders, etc.).
• Maintaining an inventory and stock of cleaning supplies.
• Submitting orders for cleaning and coffee supplies 3-5 days before the end of the month.
• Sorting and separating mail, opening letters with bills or invoices, and sending them to Accounts Payable.
• Scanning and depositing received checks to the corresponding bank account and notifying the accounting department.
• Shredding confidential paperwork.
• Mailing requested documents, including checks.
• Creating FedEx/USPS shipments.
• Checking and maintaining printers/scanners, delivering documents, and ensuring they have paper.
• Assisting with miscellaneous office tasks as needed.
• Filing current year documents into boxes for storage at the end of the year, ensuring boxes are correctly identified and labeled.
• Scanning and submitting expense reports to the AP department for reimbursement.
• Printing and scanning documents when signatures are requested from other departments.
• Deciding on restaurants, placing lunch orders, receiving or picking up food, and setting the table.
• Ensuring the kitchen remains clean after lunch.
• Scanning invoices and paying some online.
• Requesting invoices from vendors if not received via mail.
• Printing checks weekly or as requested, maintaining a record, and submitting them to the Accounting department.
• Ensuring checks are authorized before printing and filing back-up copies.
• Assisting accounting in requesting banking information for vendors.
• Scanning and uploading credit card statements to the accounting server and filing them.
• Scanning and uploading bank statements and filing them.
• Sending out signed checks via mail.
• Ensuring checks are stocked and re-ordering custom checks in a timely manner (3 months lead time).
• Overseeing loan checks for timely payment.
• Processing payroll according to schedule.
• Implementing changes and modifications for payroll as requested by the HR Department.
• Separating client payroll from IMS payroll using an Excel spreadsheet and submitting to CXC for invoicing.
• Uploading paystubs to the HR Server separately per department.
• Filing payroll sheets and PTO work sheets in the Payroll binder.
• Distributing physical paystubs to HR by Friday morning or upon arrival.
• Requesting funds from the treasurer department per entity on a timely basis.
• Retrieving medical invoices for all employees from the portal.
• Sorting medical invoices on an Excel spreadsheet, identifying expenses per customer and entity.
• Submitting groups of expenses to the corresponding accounting department.
• Submitting funds to the treasurer department according to schedule for timely payment of medical invoices.
• Paying medical invoices online after all processes are met.

Benefits

• Medical insurance