Overview
In this role, you will provide data entry and administrative support to the accounting department and others as needed. You will perform regular and recurring duties including but not limited to manning time sensitive shared email inboxes, provide internal and external customer service, working cooperatively and effectively with the public as well as other employees.
Your responsibilities will include:
- Monitor the accounts payable shared inbox and keep all shared folders organized and updated.
- Upload/Forward all invoices and route to correct projects/PARs/Departments in Metaviewer and Outlook.
- Complete admin tasks in Metaviewer to clean up maildesk as well as index/route invoices, foreign/manual checks, W9’s, etc.
- Address all payment inquiries via email and phone calls.
- Research all monthly vendor statements.
- Scan and route all paper mail to the correct parties via email or paper.
- Deliver all tax/certified/legal/HR/Company Credit Cards/Checks and other mail to the correct parties via hand delivery, interoffice or email scans.
- Prepare checks for outgoing mail, including running them through envelope machine, verify addresses (verify emails for ACH payments) for USPS, Fedex and UPS, etc.
- Email reports for missing payments as well as ACH remittances to proper parties.
- Complete credit applications for vendors and project managers as requested, ensuring accuracy and care to ensure that no personal guarantees are signed in error.
- Scan and route BU emails to proper parties for coding and approval.
- Process Zero Checks for JCJV and job closings as requested.
- Monitor the shared inbox to verify vendor banking information per strict security guidelines to set up ACH payments.
- Order products and supplies from Staples.com as needed for department.
- Organize monthly departmental lunches as needed.
- All other administrative support as needed.
Education/Experience:
- Two-year business/accounting degree or equivalent combination of training and experience
To thrive in this role, you'll need:
- MS Office, JDE, ability to learn other internal programs. Blue beam would be a plus.
- Able to work in a high volume, time sensitive environment, in a timely manner.
- Must be highly organized and able to adapt to change as needed.
- Must be a team player and willing to wear many hats and assist wherever asked.
- Excellent written and communication skills are necessary.
- Ability to handle sensitive information.
- Ability to learn and memorize job numbers and addresses.
- Basic knowledge and understanding of accounting and auditing procedure and techniques.
At Haskell, we offer a comprehensive benefits package, including health insurance, retirement plans, professional development opportunities, and more. Join us and be part of a team where your contributions make a difference.
Environmental Factors and/or Physical Requirements:
While performing the duties of this job, this position is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, and arm, hand and finger dexterity, including the ability to grasp, and visual acuity to use a keyboard, operate equipment and read application/form information. The associate frequently is required to sit, reach with hands and arms, talk, and hear.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities:
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, disability, or protected veteran status.
Haskell will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 and the Americans with Disabilities Act Amendments Act of 2008. The job description will be reviewed periodically as duties and responsibilities change with business necessities. Essential and marginal job functions are subject to modification.
Haskell is a Drug-Free Workplace.
#LI-JP1
#LI-Onsite
#LI-EL
