Job Title: Administrative Assistant Sr (Finance Reporting part of business) Location: Mayfield Village, OH 44143 Duration: 6 Months (Contract to possible hire) Schedule: 8 hrs a day/ 40 hrs a week
Position Summary: The Administrative Assistant Sr is a senior level position responsible for providing administrative support to an individual and/or group or department. May assist other Admins, and may oversee work assignments and monitor workloads for lower level Admins.
Top must-have skills / Candidate Requirements:
MS Office_ Word, Excel (intermediate level for Pivot Tables, look up functions- no macros), Outlook, TEAMS
Notary in the state of OH is preferred
Nice to have Coupa-basic user knowledge- 1 yr exp would be fine (they'll be using the system to look up invoices and to make payments
Degrees or certifications required/Years of overall experience required:
High School diploma or GED equivalent
A minimum of 5 years administrative work experience, which should include experience overseeing the work of others.
Bachelor Degree- 3 years administrative experience
Day to day responsibilities:
Monthly Basis:
Check, examine and forward emails to proper party.
Prepare monthly for review, Affiliate Bonds, Surplus Debenture and PCMIC I/C.
Update monthly close schedule and correspondence responsibilities.
Issue payments, complete filings based on due dates
Create PDF's for all companies
Quarterly
Prepare spreadsheets and tie out for payment for 5 states times 2 companies each, quarterly.
Generate and prepare advices for various refund checks received.
Update monthly close schedule and correspondence responsibilities.
Create PDF's of all commentaries and compile packages for various officers (63) and then email to them quarterly.
Annually
Assist with annual payments
Examine each state for list and highlight any updates for proper filings
Assist with updating certificates of authority and various state forms
Order certificates needed for various state filings and put together the physical mailing packages.
Obtain legal entity minutes for the previous year from legal
Adhoc
Notarize documents
Order and maintain suppliers for mailing and FedEx
Process invoices for payment
Update and create new suppliers
Answer calls
Soft Skills
Organized
Detail oriented
Accuracy
Excellent Communication Verbal and Written
Who is this worker's main interaction going to be with?
Internal Teams mostly; Supporting not only statutory reporting (2 other Aas); but the group and Gap Reporting, Tax,
Executives,
Will the contractor be working independently or will they be collaborating with team members and/or a manager to complete tasks?
Independent work; some collaboration
Industry Preferred:
Any type of regulated industry is preferred. Such as insurance, legal or financial industries as it will help with the understanding the importance of deadlines, etc and/or being familiar with the
How will performance be measured:
Timeliness, team contribution; Productive work habits
Interview Process: 1 round of video interview
Essential Duties & Responsibilities:
Maintains calendars and schedules including scheduling meetings/events, reserving locations, equipment, and food. Responsibilities may include assembling materials and taking meeting minutes.- Handles travel arrangements, assists with the use of the travel website, assists with corporate credit cards issues and travel reimbursements.
Processes various business related reimbursements via XMS.
Places orders via the Client Shopping Center- Handles special department orders.
Makes copies, answers phones, types correspondences, and sends faxes
Coordinates department events and activities, Responsibilities may also include assisting with the monitoring of expenditures and budgets, and processing invoices.
Coordinates cleaning and maintenance needs with the Facilities department.
May be responsible for maintaining the Support Station for the floor, including maintaining supplies, sorting and distributing mail delivered to the Support Station, calling for maintenance regarding equipment issues, and monitoring recycling bins.
May coordinate projects with copy centers or the Graphics Department.
May assist other Admins
May oversee work assignments/ monitor workloads for lower level Admins, which could include coordinating coverage during vacations, overseeing/coordinating daily and special assignments
May maintain department equipment (i.e., video conference equipment, PC viewers), which includes tracking usage, maintaining a schedule, and ensuring equipment is returned
May run and/or create queries to develop and distribute various types of reports and/or charts.
May develop and/or maintain various spreadsheets, charts and lists.
May develop presentations on an as needed basis.
The following duties may only apply if you work in a specific business area:Assists with Team Play maintenance and report generation.
Assists with the monitoring/ maintenance of various databases and department websites,
Works with others to coordinate special activities/events.
May coordinate technical department issues with the Help Desk.
May assists with the New Hire and/or Contractor On-Boarding process, which includes ordering IDs, ordering computers and accessories, answering questions, and preparing welcome letters.
May function as the point person for Contractors, which includes processing various types of access, assisting with timecard reporting, maintaining files, notifying managers of hours being reported, and tracking contract provisions.
May assist with move coordination activities, which include updating floor charts and isle markers, meeting with Real Estate to conduct walk-through, maintaining communications with the appropriate parties
Performs activities specific to supporting assigned attorneys, such as setting up files, closing files and entering billable time.
Evening/night hours may be required- Extra hours may be required during business peaks or to meet seasonal deadlines
Demonstrates the ability to work assigned schedule subject to exceptions under client's flexible schedule policies and practices
Knowledge, skills/Abilities:
The ability to operate a PC with a strong working knowledge of associated software, including Microsoft Office and Lotus Notes.
Excellent interpersonal and communication skills with the ability to interact effectively with others.
The ability to multi-task and effectively prioritize work assignments while working independently.
Physical Requirements/Working Conditions:
Typical office environment requiring the use of typical office equipment (e.g., computers, phones, etc.). Computer keyboarding, computer monitor and mouse use including reaching forward, grasping, finger and wrist manipulation, and neck bending and turning; near vision is necessary for computer monitor use. If working in an Emerging Workspace, or similar working arrangement, lifting of laptop equipment, files and/or personal belongings weighing 10 lbs. or less is required.
May require long periods of sitting.
Typical office hours, but additional hours may be required to complete assigned tasks.
May require prolonged repetitive use of the upper extremities.
May require lifting < than 25-30 lbs.
About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.
Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.
California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.
LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer.
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $21.09/hr.
