We are seeking a detail-oriented and organized Office Administrator with strong accounting support skills. The ideal candidate will be responsible for general office administration while also providing critical accounting assistance. This role involves maintaining office operations and ensuring smooth communication, alongside handling financial records, processing invoices, and assisting with accounting tasks. The Officer Administrator fulfills a variety of responsibilities in a dynamic environment.
Requirements
KEY RESPONSIBILITIES
Administrative Duties: Answer and direct phone calls, emails, and correspondence. Exceptional customer service skills are a must.
Handle incoming phone calls and route appropriately
Manage and organize office supplies, inventory, and vendor relationships.
Prepare and file important documents, both digital and physical, ensuring confidentiality.
Support general office operations
Assist in maintaining office equipment and keeping facilities in good working order.
Handle incoming and outgoing mail, packages, and deliveries.
Assist with membership-related functions, such as database entry, reporting, compiling submissions and responding to membership status questions.
Prepare shipping labels and organize shipments to meetings several times a year
Provide support for College communications, including website, email and social media.
Accounting Support:
Process accounts payable and receivable, ensuring accurate recording of transactions.
Work with outside accountant to provide information needed for the preparation of monthly financial reports and reconciliation of discrepancies in financial data.
Maintain and update financial records, including invoices, receipts, and other accounting documents.
Help prepare and process expense reports and reimbursements.
Communicate with vendors and members to resolve billing inquiries or discrepancies.
Assist outside accountant with monthly and year-end closing reconciliation
Support auditors during internal and external audits by providing requested documents and reports.
QUALIFICATIONS
High school diploma or equivalent; associate's degree in accounting, finance, or business administration is a plus.
Proven experience in office administration and basic accounting functions.
Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook), Adobe Acrobat and QuickBooks. Experience with WordPress and Constant Contact is a plus.
Excellent organizational and multitasking skills.
Strong attention to detail and ability to maintain accuracy in financial records.
Effective written and verbal communication skills.
Ability to maintain confidentiality and handle sensitive information.
Ability to work both independently and as part of a team.
Exceptional customer service skills.
Physical Requirements:
Ability to sit for extended periods of time.
Occasional lifting of office supplies or equipment up to 25 pounds
Working Conditions: Standard office environment. While some staff members work hybrid schedules, the Office Administrator role is an in-person position due the nature of job responsibilities, with the employee to be present in our office Monday through Friday, 7:30-4:00, with flexibility to work occasional overtime and weekend hours as needed.
Compensation and Benefits
The rate for this non-exempt position will be $25-32 per hour, depending on experience.
Employee premiums for medical, dental and vision insurance are fully covered by the College, and we offer a generous 401(k) contribution. We also offer a generous 401(k) contribution of 10% of the employee's salary, according to a vesting schedule.
The American College of Trial Lawyers is an invitation-only association of the top trial lawyers in the United States and Canada. Our headquarters is our National Office in Newport Beach, California.
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