Shared Services - Administrative Assistant

JOB SUMMARY

This position provides primary administrative support to the Accounting, Marketing, Technology, and the Legal team. The position performs a wide range of administrative and office support activities to facilitate the efficient operation of various departments supported and acts as a central point of contact for outside vendors and service providers. The qualified candidate must therefore project a professional image to all those they come in contact with.

DUTIES & ESSENTIAL JOB FUNCTIONS

· Create new AP vendor setups and manage the existing vendor changes

· Complete vendor & customer credit application requests

· Complete the expense report processing (expense coding) for all departments (Accounting, Marketing, Technology and Legal)

· Complete the certificates of insurance updates for the Risk Department.

· Action the Bank of America corporate credit card requests

· Distribute the month-end financial reporting package

· Update and distribute the Accounting monthly automation newsletter

· Distribute mail for the Accounting Department

· Create purchase orders and issue any necessary change orders for the Accounting, Technology & Marketing Departments

· Review and action all problem invoices in the IT/G&A Doclink Bin.

· Renew corporate licensing (city, state business license applications) with the Legal Department

· Maintain the employee professional licensing renewals (Legal) (state engineering licensing)

· Upload the monthly Blackline account balances

· Facilitate the processing of McKenney’s annual reports in coordination with the Legal department’s assistance.

· Complete the request for corporate documents and other corporate information (Legal)

· Maintain positive relations with department members as well as members of other departments

· Schedule meetings and handle the necessary related logistics as requested

· Coordinate travel arrangements for various departments

· Create Excel spreadsheets, Word documents, and PowerPoint presentations as requested

· Maintain, restock, and reorder office supply/coffee supply inventory for the department as necessary

· Assist in coordinating department meetings, outings, and miscellaneous employee relations events

· Assist in Year-End audit, as needed

· Participate in monthly meetings with other administrative professionals, collaborating and sharing ideas to improve processes

· Maintain a list of professional licenses and coordinate with other departments as necessary to ensure they remain current

· Other duties as assigned

· Willing to become a Notary within the state of Georgia if not already a Notary.

BASIC QUALIFICATIONS

· High school diploma or GED

· At least 3-5 years of administrative experience

· Must be proficient in Microsoft Office, including Excel, Word, and PowerPoint.

PREFERRED QUALIFICATIONS

· Some post-high school education.

KNOWLEDGE, SKILLS, ABILITIES, AND CHARACTERISTICS

· Must have excellent communication and interpersonal skills and the ability to interact well within a large and diverse group of co-workers

· Ability to prioritize work and handle multiple projects

· Able to meet deadlines and possess an exceptional work ethic

· Must be a self-starter, with the ability to work well both as part of a team as well as independently

· Professional appearance and a polished image that inspires confidence and trust

· Able to quickly grasp complex concepts and ideas.

· Must be discreet and trustworthy with confidential, sensitive information

· Needs to be flexible and have a strong sense of customer service

· Aptitude and an openness to identifying areas to streamline processes and implement new technologies and automation tools.

WORKING CONDITIONS AND PHYSICAL EFFORT

· Work is normally performed in a typical interior/office environment

· No or very limited exposure to physical risk.

· No or very limited physical effort required.

Moving Safety Forward, our initiative for continuous improvements in our safety culture, reminds us that we are on a journey toward a zero-incident culture. In all we do, we must work to build a partnership with our employees, customers and business associates that empowers them all with the ability to do their jobs safely.

McKenney’s is an Equal Opportunity Employer committed to workforce diversity. Qualified candidates will receive consideration without regard to age, color, religion, sexual orientation, disability, national origin, or gender identity. McKenney’s is a smoke-free and drug-free workplace.