Job Description

Job Description

Job Description

Administrative Staff

Part-Time (20 hrs) / Non-Exempt
Wage Range: $25/hr - $35/hr

Position Description:

The role of Administrative Staff is to provide administrative, secretarial, clerical and accounting support to maintain an efficient office environment.

Responsibilities:

• Answer phones and transfer to the appropriate staff member
• Take and distribute accurate messages
• Greet public and clients and direct them to the correct staff member
• Coordinate messenger and courier service
• Receive, sort and distribute incoming mail
• Monitor incoming emails and answer or forward as required
• Prepare outgoing mail for distribution, including FedEx packages requested by the management
• Fax, scan and copy documents
• Maintain office filing and storage systems
• Update and maintain databases such as mailing lists, contact lists and client information
• Retrieve information when requested
• Update and maintain internal staff contact lists
• Type documents, reports and correspondence
• Coordinate and organize appointments and meetings
• Assist with event planning and implementation
• Monitor, maintain and order office supplies, as well as break-room products
• Perform work related errands as requested such as going to the post office and bank
• Keep office area clean and tidy
• Set up cubicle/room/counter for new hires, and clean up after separation
• Schedule pick-up requests with shredding company
• Accounts payable duties, including issuing checks, scanning and uploading invoices and payments to EFE
• Issue invoices and mail to clients or forward PDF copy to engagement staff for e-mail
• Print out, assemble and bind financial statements
• Assemble individual tax returns and send out to clients

Qualifications:

Required

• Proven administrative or assistant experience
• Excellent time management skills and ability to prioritize work
• Attention to detail and problem-solving skills
• Competent computer skills including MS Office, Excel, or equivalents
• Internet skills including use of e-mails, group messaging and data collection
• Proficient business-level English and Japanese (speaking and writing) skills required
• Reliable
• Team player

Benefits:

• 401k retirement plan
• Paid sick
• Paid volunteer time off / Matching Donations
• Referral bonus program

Note: Benefits may vary depending on specific employment terms

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