The following will provide a summary of Administrative Assistant Essential Tasks.
Experience level knowledge of Quicken, Excel, Outlook, MS Word and MS Office will be required for this position. All bookkeeping ledgers are maintained as Excel Ledgers for A/Ps and A/Rs.
Primary Responsibility: Administrative Assistant
A. Daily & Periodic Assignments.
A.1 File Receipts – update daily
A.2 File A/Ps Bills & Invoices – update daily
A.3 Clear Phone Voice Mail: 8:00 am / every morning; 2:00 pm / every afternoon.
A.4 Pick-up Mail – Daily: 11:00 am – 12:00 pm.
A.5 Distribute & File Incoming Mail – Daily.
A.6 Record A/Rs – Incoming Checks Upon Receipt.
A.7 Deposits to Bank – prior to 2:00 pm for Recording on Day of Receipt.
A.8 Finalize Pending Invoices / DWC-21s / Standard Invoices.
A.9 Prepare Mail-Outs / Envelopes / Postage.
A.10 Respond to E-mail / Answer Phones / Distribute Phone Messages / Forward E-Mail.
A.11 Schedule Clients / “Draft” Scheduling Letters / Obtain CM Approvals.
A.12 Update All Hard-Copy Check Registers – Daily.
A.13 Update All Quicken Check Ledgers – Daily.
A.14 Conduct LMS and/or MFR Assignments, according to CM Priority.
A.15 Log Daily Time Sheet / Entry of Basic Hours / Include Mileage.
A.16. Collections Calls and Letters, weekly on schedule and diary.
B. Maintain Priority Project Lists of projects pending assignments and deadlines that may include:
B.1 Update A/Ps and A/Rs Excel Ledgers.
B.2 Case Load / Diary Status: multiple counselors.
B.3 Case Follow-up Status Account Receivables a. Collection Calls Re: Unpaid Invoices. b. Submission of Duplicate, Corrected, Electronic Copy Invoices.
B.4 Scheduling Calls: Client Interviews, Seminars, Conferences.
B.5 File / Case Records Requests.
B.6 Labor Market Survey (LMS) Research.
B.7 Medical File Review & Index Projects / MFRs
Job Type: Full-time
Pay: $15.00 – $20.00 per hour
Benefits:
- 401(k)
- Health Insurance
- Paid Time Off
- Professional Development Assistance
- Tuition Reimbursement
Schedule:
- 8 Hour Shift
- Monday to Friday
Experience:
- Administrative Assistant: 1 year (Preferred)
- Business Office: 1 year (Preferred)
Education:
- Associate (Preferred)
Location:
- Saint Petersburg, FL 33709 (Required)
Additional Compensation:
- Bonuses
- Store Discounts
Typical start time:
- 8AM
Typical end time:
- 5PM
This Company Describes Its Culture as:
- Detail-oriented — quality and precision-focused
- Outcome-oriented — results-focused with strong performance culture
- Stable — traditional, stable, strong processes
- People-oriented — supportive and fairness-focused
- Team-oriented — cooperative and collaborative
Company’s website:
Benefit Conditions:
- Only full-time employees eligible
Work Remotely:
- No
