Administrative Assistant -Finance

Job Summary

StoneAge develops and manufactures high-pressure water cleaning equipment for a wide range of industries. As market leaders, we are expanding our global footprint and addressing the growing complexities of a business with worldwide operations. As an Administrative Assistant - Finance, you will grow with our team and assist in the day-to-day accounting operations and service to our customers.

The Administrative Assistant – Finance will support the Finance department and company. This team-oriented, highly organized, and self-leading individual partners with multiple departments to plan and execute daily customer service functions, and office administration. You will have direct contact with customers and maintain the StoneAge Assurance promise.

Personal attributes that will contribute to your success will include: a positive attitude, effective communication with customer and employees, ability to collaborate, desire to learn, ability to think critically, and be accountable.

We value the diversity and positivity of the people we hire and serve. Diversity at our company means fostering a workplace where individual differences are recognized, appreciated, respected, and responded to in ways that fully develop and utilize each person’s talents and strengths.

This position reports to the Accounting Manager. Starting hourly rate for this position is $18-$22/hr depending on experience.

ESSENTIAL FUNCTIONS

• Answer phone calls in a timely and courteous manner, connecting the caller to the appropriate department or individual to efficiently resolve their inquiry
• Open and distribute mail to departments while being sensitive to the enclosures
• Procure and manage stock of office supplies, maintain phone, fax, and office forms, and ensure public spaces (meeting rooms, reception area, satellite desk areas) and storage areas are neat and organized
• Support the company’s promotional material, (through a partnership with marketing team), invoicing and expense coding, and inventory management. Perform quarterly physical inventories
• Assist in data input for Accounts Payable and payables processing
• Clerical duties such as check (payables) mailings weekly, filing and logging of check runs, photocopying and scanning
• Be the administrator of the employee credit card program, including ordering new cards, setting up accounts, assisting card holders with reviewing transactions and coding and tracking monthly metrics.
• Reviews new sales orders above threshold for proper supporting documents
• Depositing paper checks by scanning them in or occasionally taking to the bank
• Conduct a monthly mailing of customer statements via email or mail
• Help to maintain national account relationships within company ERP system
• Updates incoming wires report to assist in bank reconciliation
• Updates and maintains tracking list for open/new customer credit applications
• Process employee payments for all personal charges (including shipping)
• Assist in collection of funds for various company sponsored events
• Maintains petty cash box and verifies funds monthly and provides accounting manager receipt of verification
• Assist in customer sales tax tracking for exemption certificates and sales tax questions
• Reviews UATP account for coding of flights

• Assist in serving as a backup for the Accounts Receivable by answering customer inquiries, entering cash receipts and assisting with customer payments.
• Assist in serving as a backup for the Accounts Payable Specialist by entering AP invoices, processing check runs, supporting supplier relationships, providing support for new supplier setup and obtaining 1099s.
• Collects and logs customer insurance certificates in the ERP system and follows up with customers on expired certificates
• Represent the accounting team on the safety committee, participate in committee and make recommendations to improve
• Maintain meeting rooms and storage areas
• Provide support to other departments as requested
• Other duties as requested by the Accounting Manager

Requirements

KNOWLEDGE AND REQUIREMENTS

• Protects organization's value by keeping information confidential
• Updates job knowledge by participating in educational opportunities
• Accomplishes accounting and organization mission by completing related task as needed

• Proficient in Microsoft Suite
• Experience working with an ERP system is desired
• Ability to work in teams and build relationships with a focus on proactive communication, work ethics, and integrity
• Self-driven individual with an ability to prioritize, multit