Administrative Assistant

Description

Ellens Equipment Inc is a family owned, agricultural, construction and landscaping equipment dealer. The company offers equipment repair services, parts and sales of several different types of equipment from a variety of manufacturers.

JOB DESCRIPTION

Authority: The Administrative Assistant is selected by the Owner and Office Manager and is delegated sufficient authority to accomplish the responsibilities, duties, goals and objectives that have been established for the position.

ESSENTIAL FUNCTIONS:

The principal duties and responsibilities of the Administrative Assistant consist of, but are not limited to the following:
Office Work:

• Performs typing, filing and general receptionist tasks.
• Promptly answers all telephone calls and directs them to proper person to handle. Takes messages for employee who is out of the building or routes to another employee to handle.
• Opens and distributes all incoming mail, prepares all outgoing mail for mailing. Maintains, purchases and distributes the postage.
• Performs routine and daily accounting functions, with regard to cash procedures, accounts receivable, account payable, invoicing, general ledger, and payroll.
• Handles tax exempt documentation as well as warranty submission and registration.
• Draft, prepare and gain approval for letters to go out to the community. These letters may include but are not limited to professional communication, thank you letters, warranty letters, request letters and employee letters.
• Create forms as necessary and requested from any manager within Ellens Equipment. Forms such as donation request forms, job applications, internal communication forms etc.
• Provides support to Accounting Manager for end of the month procedures. Including running, sorting and mailing statements. Withholding overdue account statements and processing them for the necessary follow-up procedures.
• Run parts, sales and service reports as requested by departmental managers in a timely and accurate manner.

Sales Department:

• Enter and update Keystone according to tag number, including information on stock number, serial number, previous owner, model and date received. Upon sale of used equipment, note the date of sale and purchaser.
• Assist Accounting Manager with whole goods inventory tracking. Provide supporting documents or reports when needed.
• Maintain records and files necessary for saving by scanning and easy filing documents to receivable accounts or specific units.
• Assist salesman with submitting customer credit applications. Paying special attention to sales pins, special pricing and other discounts available.
• Enter customer information for contract applications.
• Collect insurance information when necessary.
• Inform sales associate of approval or denial.
• Gather any information additionally necessary to complete the application.
• Prepare forms and sales folder for customer signatures upon equipment delivery.
• Double check for accurate signatures in line with regulations and requirements.
• Utilize an appropriate mail carrier for prompt delivery of documents for funding and finalization.

Service Department:

• Open and close internal charge work orders monthly.
• Daily, enter service technician’s applicable time to the appropriate customer, internal or warranty work order.
• As necessary, apply for appropriate permits for transporting equipment with special travel requirements. Following state and federal regulations in regards to size and weight guidelines.
• Track and mail warranty letters to customers who are nearing the end of their warranty coverage.
• Maintains current work in progress spreadsheet on internal google drive. Adds external and internal work orders to list, updates when necessary.
• Runs reports for service and accounting managers when necessary.
• Attends service meetings and provides support or information to service manager when needed.
• Assist with maintain the cleanliness of the lunchroom.

General:

• Maintains a well-groomed, professional appearance appropriate for the position and situation.
• Performs all other duties deemed necessary by the Office Manager.

Reporting Relationships:

• Reports to: Office Manager
• Works With: Sales, Parts and Service managers and staff

JOB REQUIREMENTS:

Education:
Required: High School graduate or G. E. D.
Preferred: Associate or B.A. degree in business administration, accounting, secretarial science or other related field

Experience: A minimum of one year experience in an office management, bookkeeping or administrative position is required. Two or more years experience in office management, bookkeeping or related position is preferred. The ability to maintain company accounts, design reports and enter/retrieve information on an accounting and work processing software program is preferred.

Skills, Knowledge, and Abilities: The ability to communicate verbally and in writing and get along with people is very important. Knowledge of the accounting, including payroll, general ledger, accounts payable and accounts receivable is required. The ability to call past due accounts and post all accounting records in an accurate manner is required. The ability to maintain company accounts and information on a computer accounting software program is necessary. Must be able to operate appropriate accounting software and word processing software with training. The ability to handle the General Ledger and any subsidiary journals of the accounting software accurately, completely and in a timely manner is required. Must be able to process designated reports from this information. The ability to handle telephones, messages, and walk - in customers in a courteous and professional manner is required. The Administrative Assistant must be able to produce and file all correspondence with other written documents associated with running Ellens Equipment Inc.

Mental Requirements: Must be able to read statements and invoices and other reports into appropriate bookkeeping and invoicing records. Must be able to communicate technical and accounting information to employees, customers, and outside parties in an accurate and concise manner in both a written and verbal mode. Language requirements are ability to communicate in English both verbally and in writing well enough to give instructions, relay information, and carry-on effective interchange with customers, suppliers, and outside professionals. Math requirements are financial comprehension, preparation of reports, maintenance of accounting records and calculation of payroll and expenses.

Physical Requirements: Body positions are sitting and standing, body movements are walking, turning head and torso, bending arms, wrists, and fingers. Body senses include full use of eyes and ears, full power of speech. Most of the work requires sitting for long periods of time. Occasionally the person must be able to walk throughout the office and shop areas. Person must be able to lift and carry at least 25lbs.

Measurements of Performance: The Administrative Assistant for sales and accounting will be evaluated by the Office Manager specifically on those items outlined in this job description as well as those aspects normally expected of any office employee.

Summary: The job of Administrative Assistant in Sales and Accounting is a very serious responsibility. The monetary management part of Ellens Equipment Inc. must be handled accurately, with integrity and timeliness. All the efforts of employees and owner(s) of the company are impacted by how well this part of the organization does its job. There can be little tolerance of failure to meet the requirements as delays, inaccuracies etc. will soon escalate into larger problems for the company.

Apply today by submitting your resume to

hr@ellensequipment.com