Administrative Assistant
Escondido, CA Escondido, CA Full-time Full-time $21 - $25 an hour $21 - $25 an hour 21 hours ago 21 hours ago 21 hours ago JOB SUMMARY & PURPOSE:
The Administrative Assistant for Downstream Services, Inc.
performs routine administrative functions inlcuding but not limited to answer phone calls, greet visitors, administer preliminary notice process, manage DMV paperwork, assist the accounting & payroll teams and maintain paper and electronic files.
This position acts as liaison between callers, visitors, and staff, and is a support person to the administrative team.
Essential Functions:
The Administrative Assistant must have excellent communication and organization skills.
They must be flexible in daily operations and be able to prioritize work activities in a fast-paced, professional office environment.
Duties include:
Answer incoming phone calls and screen accordingly.
Greet incoming clients/vendors/others.
Send/Receive all shipping.
Stamp and distribute mail daily.
Distribute incoming faxes and send faxes.
Order and distribute office and breakroom supplies as needed.
Keep the conference room, breakroom, and front office neat and clean.
Assist with data entry in Sage as requested.
Print AP invoices.
Print purchase orders (POs) & attach back up for corresponding invoices.
Review AP Statements Data entry of New Jobs/Clients in Sage accounting software.
Create Job Folders & Print Contracts &/or proposals.
Coordinate/verify POs and receipts with credit card statements.
Generate/maintain preliminary notices.
Maintain DMV equipment spreadsheet and registrations.
Process certificate of insurance requests.
Handle on-call list weekly.
File accounting documents as needed.
Assist Marketing and Systems Departments with the design of deliverable and marketing material.
Assist with creating and posting content on social media platforms.
Assist other Departments with data entry as assigned.
Learn and operate new office technologies as they are developed and implemented.
Fully cross train on AP & AR functions to back up & assist when needed.
Other administrative duties as assigned.
REPORTING RELATIONSHIP:
An Administrative Assistant for Downstream Services, Inc.
reports to and is under the direct supervision of the Controller.
EXPERIENCE &
Qualifications:
High school diploma Administrative and customer service experience Proficient with Sage, Salesforce, or other enterprise resource planning (ERP) Proficient with Microsoft Word, Excel, PowerPoint, OneDrive, and Outlook Familiar with Adobe products Social Media administrator experience preferred DISCLAIMER The above job description is meant to describe the general nature and level of work being performed.
It is not an exhaustive list of all responsibilities, duties and skills required for the position.
Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.
All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.
Requirements are representative of minimum levels of knowledge, skills and/or abilities.
To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.
Continued employment remains on an at-will basis.
Job Type:
Full-time Pay:
$21.
00 - $25.
00 per hour
Benefits:
401(k) Dental insurance Employee assistance program Health insurance Life insurance Paid time off Retirement plan Vision insurance Schedule:
8 hour shift Monday to Friday Ability to commute/relocate:
Escondido, CA:
Reliably commute or planning to relocate before starting work (Required) Education:
High school or equivalent (Required) Work Location:
In person 401(k) Dental insurance Employee assistance program Health insurance Life insurance Paid time off Retirement plan Vision insurance 8 hour shift Monday to Friday Escondido, CA:
Reliably commute or planning to relocate before starting work (Required) High school or equivalent (Required).
Estimated Salary: $20 to $28 per hour based on qualifications.
The Administrative Assistant for Downstream Services, Inc.
performs routine administrative functions inlcuding but not limited to answer phone calls, greet visitors, administer preliminary notice process, manage DMV paperwork, assist the accounting & payroll teams and maintain paper and electronic files.
This position acts as liaison between callers, visitors, and staff, and is a support person to the administrative team.
Essential Functions:
The Administrative Assistant must have excellent communication and organization skills.
They must be flexible in daily operations and be able to prioritize work activities in a fast-paced, professional office environment.
Duties include:
Answer incoming phone calls and screen accordingly.
Greet incoming clients/vendors/others.
Send/Receive all shipping.
Stamp and distribute mail daily.
Distribute incoming faxes and send faxes.
Order and distribute office and breakroom supplies as needed.
Keep the conference room, breakroom, and front office neat and clean.
Assist with data entry in Sage as requested.
Print AP invoices.
Print purchase orders (POs) & attach back up for corresponding invoices.
Review AP Statements Data entry of New Jobs/Clients in Sage accounting software.
Create Job Folders & Print Contracts &/or proposals.
Coordinate/verify POs and receipts with credit card statements.
Generate/maintain preliminary notices.
Maintain DMV equipment spreadsheet and registrations.
Process certificate of insurance requests.
Handle on-call list weekly.
File accounting documents as needed.
Assist Marketing and Systems Departments with the design of deliverable and marketing material.
Assist with creating and posting content on social media platforms.
Assist other Departments with data entry as assigned.
Learn and operate new office technologies as they are developed and implemented.
Fully cross train on AP & AR functions to back up & assist when needed.
Other administrative duties as assigned.
REPORTING RELATIONSHIP:
An Administrative Assistant for Downstream Services, Inc.
reports to and is under the direct supervision of the Controller.
EXPERIENCE &
Qualifications:
High school diploma Administrative and customer service experience Proficient with Sage, Salesforce, or other enterprise resource planning (ERP) Proficient with Microsoft Word, Excel, PowerPoint, OneDrive, and Outlook Familiar with Adobe products Social Media administrator experience preferred DISCLAIMER The above job description is meant to describe the general nature and level of work being performed.
It is not an exhaustive list of all responsibilities, duties and skills required for the position.
Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.
All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.
Requirements are representative of minimum levels of knowledge, skills and/or abilities.
To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.
Continued employment remains on an at-will basis.
Job Type:
Full-time Pay:
$21.
00 - $25.
00 per hour
Benefits:
401(k) Dental insurance Employee assistance program Health insurance Life insurance Paid time off Retirement plan Vision insurance Schedule:
8 hour shift Monday to Friday Ability to commute/relocate:
Escondido, CA:
Reliably commute or planning to relocate before starting work (Required) Education:
High school or equivalent (Required) Work Location:
In person 401(k) Dental insurance Employee assistance program Health insurance Life insurance Paid time off Retirement plan Vision insurance 8 hour shift Monday to Friday Escondido, CA:
Reliably commute or planning to relocate before starting work (Required) High school or equivalent (Required).
Estimated Salary: $20 to $28 per hour based on qualifications.
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