Administrative Support, Sr.
Reports To: General Manager
Status: Full-time, Regular position
Category: Administrative/ Clerical
Location Name: Pine State
Address: 3 Eisenhower Drive, Westbrook, ME 04092
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Position Summary:
The Senior Administrative Support is responsible for monitoring the activities of multiple Administrative Supports. Trains, mentors and coaches other Administrative Support and ensures that work produced meets product/service standards and exceeds quality standards. Provides general administrative and clerical support to the location following standardized processes and procedures. Utilizes various computerized systems and software to perform tasks. Variation in tasks is contingent on the size and staffing level of the location. Work is performed under general supervision with latitude for limited decision making.
Key Responsibilities:
Answers telephone and assists call or routes call to appropriate person. Sorts and opens mails,orders office supplies, and maintains files.Disburses cash from Petty Cash Fund, collects receipts and other required documentation for use of
petty cash, reconciles cash expenditures to balance fund monthly, and submits required
documentation to Accounts Payable for replenishment of fund.Removes payments and documents from Lock Bock, enters required information in cash log,
completes deposit slip and deposits funds in bank, and faxes/emails deposit information and receipt
to designated person.As requested or from approved list, enters required information into designated system in order to
create Purchase Orders.Obtains management approval of purchase order and routes/retains
purchasing documentation in accordance with standardized procedures.Maintains spreadsheet record of usage of consigned inventory; creates purchase orders in
designated system as inventory is used; reconciles available consigned inventory to usage
spreadsheet, and reconciles invoices to purchase orders for consigned inventory.Processes extended warranty claims in accordance with established procedures and processes to
include reviewing individual product warranty information in order to complete appropriate vendor’s
warranty documents.Completes Returned Goods Authorization forms and log and tracks payments/credits from vendor.Reviews timesheets for completeness, correctness, and required approvals prior to faxing to
appropriate corporate personnel for entry into time-keeping system.Calculates piece rate payments due in accordance with piece-rate program and gathers data relating to spiffs payments due in order
to complete spreadsheet for routing for entry by corporate personnel.Responsible for timely and accurate completion of billing activities and related reports. Ensures that
all billing inquiries are researched and resolved quickly using approved training techniques.Responsible for timely and accurate completion of accounts receivable activities including, but not
limited to, printing invoices and mailing to customers, calling on accounts with balance owed,
collecting cash/check/credit card payments and deposits made timely, and related reports.Responsible for membership activities including filing agreements, calling on customers to schedule
visits, generating monthly reports, and handling the Ad Builder website.Responsible for timely closing of center tickets and job ensuring accuracy of all information.
Gathers required information and documentation in order to complete Employee Action Notice using
the Exponent HR System. Emails/faxes new-hire documentation and other required forms and
documents to payroll or designee.Generates various systems reports in order to document updated status of activities and complete
required fiscal close forms for month, quarter, and year-end close. May be required to calculate
estimated values for wages due, pending invoices, or other items.Follows SOX procedures to ensure all required files and documents are in place and correct.Represents the company professionally, honestly, and ethically in all business matters and activities.Trains, mentors and coaches other Administrative Support and ensures that work produced meets
product/service standards and exceeds quality standards.Performs similar/other duties as needed or assigned.
Qualifications:
High school diploma or equivalent with 5 years’ experience in general clerical or accounting clerkKnowledge of generally accepted administrative practices and proceduresAbility to learn and follow company process and procedures, including the fundamentals of human resource-related recordkeeping and record retentionAbility to maintain confidentiality of human resource and other sensitive dataAbility to work well under pressureAbility to meet deadlines consistently with high levels of attention to detailCapable of dealing with stressful situations and unhappy customersAbility to learn and follow company process and proceduresAbility to multitask in a busy work environment and to organize and manage multiple prioritiesExcellent customer-service, verbal and written communication, and interpersonal skillsExperience or training the use of computers and related systems in an administrative officeenvironmentAdvanced skills in Microsoft Word, Excel and Outlook software applicationsEffective communication skills to communicate with customer and to resolve customer issues,
complaints, or concernsAbility to communicate with co-workers and customers in a pleasant, business-like, and customer focused
manner. Ability to communicate with a diverse customer population.Ability to work effectively in both a team and an independent environment
What Do We Offer You as a Service Experts Employee?
Service Experts offers a comprehensive benefits package designed to support employees and their families in managing their health and wellness needs. Following is a summary of the many benefits that could be available to you as a Service Experts valued employee.