Administrative Assistant

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At O’Leary & Anick we make it our mission to free non-profit organizations from the day to day accounting functions so they can focus on their missions. We do it with energy, passion and are backed by our 40 years of experience and specialization and a culture of teamwork and integrity.

Job Summary

We are seeking an experienced Full Time Administrative Assistant to join our team. This position will be responsible for being the first point of contact for our customers, vendors, or others who either physically arrive at our office or who call. The successful candidate will focus on making visitors feel welcomed and help to present our professional and customer-focused attitude at O’Leary & Anick. You will also provide advanced administrative and office support under limited supervision.

Responsibilities and Duties

  • Answers all incoming calls and greet all visitors and appointments
  • Coordinate Couriers and all other packages; sending all Overnight and Certified Mail for all staff
  • Manage and maintain office machines (Postage Meter, Copiers, etc.)
  • Scan information into Laserfiche system
  • Double check banking ACH’s and pensions for accuracy
  • Responsible for maintaining levels of all office, conference room and kitchen supplies
  • Manage all supply levels/toners and keep track of inventory including offsite paper storage
  • Perform a wide variety of clerical tasks including typing, data entry, editing, proofing, letters, etc.
  • Participates in the preparation and review of proposals, RFP’s for Auditors; maintain templates
  • Efficiently schedule & prepare conference room for meetings (including food orders, beverages, and clean-up)
  • Responsible for accurately and efficiently prepping and scanning documents and data entry
  • Knowledge of filing systems necessary to file, store, and retrieve information from paper and electronic record systems preferred
  • Ability to examine a document and determine its proper placement within the Laserfiche system
  • Timely download to Laserfiche document system of incoming files, whether sent via e-mail or other.
  • Sort and batch incoming documents; prioritizing, indexing and accurately identifying documents before scanning into Laserfiche system
  • Conduct quality assurance checks by inspecting scanned images stored
  • Monitor and perform routine maintenance for the scanning equipment to ensure continuing processing efficiency
  • Disperse mail within office
  • Provide support to all staff
  • Other duties where assigned, including special projects

Qualifications and Skills

  • Exhibits strong customer service; conduct business in a professional manner
  • Good organizational skills and excellent attention to detail are essential to this position
  • Strong written and verbal communication skills, meticulous attention to detail, high level of accuracy, an aptitude for logical thinking, a commitment to professional ethics, and the ability to interact with staff and with sensitive and confidential information
  • Copes successfully with demands, remaining calm under pressure; notify management of difficult situations
  • At ease with conveying information with a high degree of clarity
  • Proven ability to handle and manage multiple priorities in a fast-paced environment
  • Ability to apply good judgement in making independent decisions and coordinating information
  • Candidates must possess a high level of discretion to handle sensitive and confidential situations
  • Ability to consistently meet deadlines
  • Demonstrate knowledge of scanning equipment
  • Detail orientated and ability to be self-motivated to prioritize and make decisions to complete duties in a timely manner.
  • Excellent internal and external customer service skills with the ability to remain calm, be patient and respond professionally to all requests
  • Proficient in the operation and use of computers and scanners including various software programs, word processing and spreadsheets
  • Ability to work in a fast-paced environment with changing priorities

Education and/or Experience:

  • Required experience: 3 or more years of relevant experience or equivalent education
  • Proficiency in Microsoft Office Suite of products; Word, Excel, PowerPoint
  • Mail Merge experience preferred
  • 1+ years overall experience with document prepping/scanning and/or administrative experience.
  • Experience working in non-profit sector a plus
  • Experience in a scanning or copying environment a plus

Compensation and Benefits

Hourly rate commensurate with experience, Health, Dental & Vision Insurance, Flexible Spending Account, 401k, Life Insurance, Short Term Disability, PTO and 9 Paid Holidays.

Excellent Work/Life Balance.

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