Accounting Administrative Assistant - Part-Time

COMPANY OVERVIEW

Since 2002, Quality Power Solutions (QPS) has provided end-to-end mission critical power solutions, including expert design, installation and maintenance of UPS systems and generators.  QPS works with clients nationwide, and we maintain our Midwestern values by focusing on service, delivery, consistent performance, and the education of our customers on the many aspects of critical power. Our goal is being our customers trusted experts, so they don’t have to worry about critical power and can focus on what they do best. QPS keeps backup power systems running smoothly, so business can power forward.

SUMMARY/Primary Function 

An Accounting Administrative Assistant provides a wide range of support for QPS internally, our customers and other business units by efficiently executing office procedures and processes to meet business objectives. 

Principle Job Duties 

Accounts Payable:

• Accurately process and code vendor invoices in alignment with internal policies


• Match invoices to purchase orders and receiving documents


• Prepare and schedule payments, ensuring deadlines are met


• Reconcile vendor statements and resolve discrepancies promptly


• Compilation of credit card and expense receipts


• Maintain organized AP records for audits and reporting

Procurement & Inventory Support:

• Prepare purchase orders for customer orders and inventory


• Source, order, and maintain stock of office, breakroom, and warehouse supplies


• Track purchase orders and confirm delivery of items, communicating with vendors, customers, and internal staff

Administrative & Office Coordination:

• Serve as the first point of contact by greeting guests and answering occasional phone calls


• Maintain the cleanliness, appearance, and organization of the front reception area


• Retrieve and distribute incoming mail; preparation and mailing of vendor payment checks


• Perform filing of customer and vendor documents


• Provide general administrative support to accounting and operations teams

QUALIFICATIONS 

To perform this role successfully, an individual must be able to perform each essential additional responsibility/duty satisfactorily and have a consistent history of a high-performance track record. The requirements listed are representative of the knowledge, skill, and/or ability required.  

Preferred Education and Experience 

• High School diploma or equivalent and accounting experience preferred. 


• Proficiently use Microsoft Office: Word, Excel, PowerPoint. Able to learn and use other software as needed. 

Knowledge, Skillset & Abilities 

• Excellent customer service and communication skills, both written and verbal.  Use active listening skills while sharing information. 


• Demonstrate effective analytical skills to handle routine situations. 


• Possess good attention to detail and the ability to comprehend basic accounting concepts. 


• Possess strong negotiation skills. 


• Possess a high degree of personal responsibility and work with a sense of pride and urgency. 


• Ability to prioritize, multi-task, and work independently.  


• Be ambitious and adaptable to change. 


• Maintain a high degree of discretion and confidentiality.

PHYSICAL DEMANDS 

• Ability to communicate in an active office environment, virtually, through email and telephone. 


• Ability to efficiently operate all job-related office equipment (telephone, computer, calculator, fax, copier, etc.). 


• Ability to sit for 80% or more in a workday. 


• Ability to read and view computer screen.