Office Assistant/Accounts Payable

*Position Overview:* The Administrative Assistant performs all clerical functions to support the smooth operation of Fallston Supply.
They field phone calls, prepare and send faxes and emails, distribute mail, and maintain/manage files, logs, and all other tasks as required.
They also support the accounting department with payroll, invoices, bills, checks, timesheets, etc.
*Principal Duties and Responsibilities (Essential Functions\*\*)*: COORESPONDENCE & CUSTOMER SERVICE · Answer calls with exceptional customer service, take messages, and route calls to Fallston Supply staff · Manage incoming and outgoing faxes, and disseminate/make notifications of status as needed · Sort and stamp incoming and outgoing mail and disseminate appropriately · Sort pay stubs by department, stamp field pay stubs, and pass out office/shop on pay day · Field vendor calls and collaborate with project managers to provide information as requested · Write down employee call outs NEW/ONGOING JOB ADMINISTRATION · Set up new job folders · Conduct administrative tasks related to insurance and bonds needed.
· Complete workmen’s compensation requests and waivers · Provide insurance requirements to sub-contractors used for labor on jobs, and help ensure/enforce compliance o Update insurance certificates/renewals o Provide proof of insurance to GCs on request o Provide all paperwork to insurance auditor once per year o Ensure all subcontractor COIs (certificates of insurance) are up to date before payment is remitted · Complete and fill vendor credit applications · Manage administrative tasks to complete contracts and include required documentation ACCOUNTING & BILLS/INVOICES · Communicate with the accounting department about current and future expenses · Prepare checks for recurring bills upon receipt to include utility, insurance, cable, phone, etc.
o Review and verify utility and gas card statements · Collect and enter invoices and purchase orders for payment--verify the status using Peachtree o Conduct check runs for vendors needing to be paid that week · Deposit checks and complete deposit slips for each transaction the same day or next business day · Payroll weeks: enter all the hours for each of the shop and field employees in to the sold sheets (Prioritize these tasks first to support current budget and forecasting objectives) o Set up weekly updated timecards for all employees · Monthly: organize credit card statements and reconcile totals using Peachtree o Track and file credit card purchase orders o Match statements to the correct job and file o File vehicle expenses in the folder for the corresponding truck o Add or remove card holders and report credit card fraud FILE MANAGEMENT · Audit closed jobs and ensure all invoices are paid · Maintain purchase orders, packing slips, and invoices together in an organized filing system o Ensure invoices are approved by a PM.
Input approved invoices into PeachTree for payment · Get statements at the end of each month from vendors and ensure that all items were entered for payment—find applicable paperwork and file together o If paperwork cannot be located, then email the vendor and ask for a copy MISC TASKS · Order Administrative related supplies as needed · Conduct notary services as needed · Update and maintain Vehicle Records Logs as well as DOT renewals · Track all field certifications (OSHA 10-30, MDOT health card) · Add time off requests to calendar and email a list to the Payroll Administrator · Benefits - print and disseminate open enrollment paperwork o Collect paperwork and turn in to payroll coordinator o Enroll new employees at their 90 day mark o Review the benefits invoices and update the benefits tracker · Post jobs to indeed and send resumes to the Department Manager, Marty, and Sam o Schedule in-person interviews and complete background/sexual offender checks · Meet with new employees to go over new hire paperwork, company policies, and safety video.
o E-verify new employee and make copies of their ID cards · All other duties as assigned *Supervision Received:* This position is supervised by the Accounting Department and the Vice President *Supervision Exercised:* This is not a supervisory role *Qualifications & Skills:* _REQUIRED:_ · High School diploma · Proficiency with computer applications · Interpersonal skills, polite and patient, highly professional, “diplomatic”, able to professionally represent Fallston Supply, experience with conflict resolution, highly organized, proficient time management and prioritizing skills, intuition and self-drive, and the ability to see problems/be detail oriented _PREFERRED:_ · Background in/understanding of basic Accounting · Experience in a construction field/clerical/administrative work \*\* To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job.
To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed.
The following definition applies: a job function is essential if removal of that function would fundamentally change the job.
Job Type: Full-time Pay: From $45,000.
00 per year Benefits: * 401(k) * 401(k) matching * Dental insurance * Flexible spending account * Health insurance * Life insurance * Paid time off * Retirement plan * Vision insurance Schedule: * Monday to Friday Supplemental pay types: * Bonus opportunities Experience: * Customer service: 1 year (Preferred) Work Location: In person