AP Office Assistant

Location: MD - Silver Spring

Description

Position:  AP Office Assistant                                      Reports To:   Accounts Payable Manager

Location: Silver Spring                                               Department:  Finance

FLSA:       Non-Exempt                                                 Station:          N/A      

Mandate:  To competently* and professionally* perform administrative support functions in the Accounts Payable Department.            

Main Responsibilities:

  • Administration
  • Self-Management
  • Professional Development

Objectives (by Responsibility )

Administration

  • Maintain office filing system.
  • Manage incoming and outgoing mail.
  • Accepts and distribute deliveries.
  • Process and send out Federal Express mail.
  • Orders, receives, and maintains office supplies.
  • Greet visitors, answer incoming calls and forward to respective personnel, when necessary.
  • Assist with vendor inquiries.
  • Provide administrative support with excel projects.
  • Photocopy, fax documents as required
  • Perform other general administrative duties as assigned.

Professional Development

  • To attend all relevant skill building workshops as requested.
  • To stay current with all relevant industry information as it applies to the overall job responsibility.
  • To drive your own Performance Appraisal every 12 months.

* Professionalism is described as being consistently appropriate in all situations and at all times.

*Competence is defined as using “effectiveness and efficiency” in equal measure at all times.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Must be energetic, enthusiastic and a people person.
  • Must have time management skills and the ability to perform multiple tasks within the department. 
  • Must have reliability, endurance, patience and superior time.
  • Must have project management skills.

Education and/or Experience

High school diploma and general education degree (GED); one year related experience and/or training; or equivalent combination of education and experience.

Language Skills

Ability to communicate precisely and effectively.  Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information and respond to questions from staff and vendors.

Mathematical Skills

Ability to add, subtracts, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.  Ability to used basic mathematical functions in Microsoft Excel.

Reasoning Ability

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Other Skills and Abilities

Knowledge of computer (Microsoft Excel and Word), telephone system, fax, copier, printer, and postage machine. Ability to work with a wide range of personalities in a courteous, effective and efficient manner. Ability to attend to numerous details under the stress of maintaining courteous, accurate and timely relations with a variety of individuals. Ability to be punctual and meet attendance standards.  Ability to work overtime when needed.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We are an Equal Opportunity Employer





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