Administrative Assistant (Mountain View, MD)

Administrative Assistant

Who We Are Our firm is a city planning consulting company specializing in staffing solutions policy planning and urban design for Bay Area cities. Job Description Administrative Assistant Bookkeeping Assistant - Assist the Office Manager in day to day business operations of the company. Minimum Qualifications Candidates must have a Bachelor s degree preferably in a business or accounting related field and a minimum of two years of professional experience. Ability To Work independently manage time efficiently be organized be able to organize others work and be especially detail-oriented. Payroll and Bookkeeping Tasks Assist with preparation of monthly invoices Follow up on A R and handle collections Collect and analyze time sheets Assist with payroll processing including timely remittance of 401K contributions Organize and track all payables negotiate with vendors Process weekly accounts payable Assist with Quickbooks data entry Prepare monthly bank reconciliations Provide standardized financial analysis and reports to management Prepare supporting reports for year-end tax preparation (with guidance of external CPA) Human Resources Tasks Provide HR support maintain Employee Handbook Prepare new hire documentation and orientation Coordinate administration of new hire benefits with insurance broker Coordinate 401K enrollments and terminations Coordinate with insurance brokers for timely issuance of insurance certificates to clients Place job announcements General Office Tasks Answer phones and check voice mail Maintain computer records Create and maintain filing systems Assist staff with technical updates problems (copier online data storage network telephone system) Maintain office supplies postage machine and printers Work with outside vendors Prepare time sensitive packages for shipping Marketing Tasks Create and maintain a marketing schedule Assist with marketing efforts and proposal packages Create and send out marketing letters Create and maintain database of planners and clients Maintain and update company website and staff roster. The ideal candidate should have Experience and knowledge of accounting principles A positive friendly nature Excellent written and verbal communication skills Experience handling confidential information Strong organization skills Experience with Quickbooks and Microsoft Office suite (Excel and Word) 2 years prior bookkeeping administrative and or human resources experience If you are interested in this position please e-mail a cover letter answers to the questions below and your resume to jobs(at)mplanninggroup.com Questions 1. Explain your experience with payroll processing and invoicing. 2. If you were under a deadline to get out an invoice by the end of the day and your boss interrupted you and asked you to research a subject and prepare a memo to him her how would you handle the situation 3. Describe a problem you recognized at a current or recent place of employment discuss how you approached the problem and what the results were. 4. If the people who know you were asked why you should be hired what would they say 5. If you know your boss is 100% wrong about something how would you handle it 6. What challenges are you looking for in this position Compensation 15- 20 hour DOQ 20-25 hours week This is a part-time job afternoons preferred. Principals only. Recruiters please don t contact this job poster. Please do not contact job poster about other services products or commercial interests.