Administrative Support Associate

Description

The Administrative Support Associate will assist a variety of administrative functions including Accounting, Interpreter Services, and Office Administration. This position will need to be flexible to support various internal stakeholders, but the primary support obligation will be focused on daily accounting responsibilities.

The following duties shall be prioritized by need for leave coverage or during times of high volume:

Accounting Support (60%)

• Manage Accounts Payable, with daily invoice entry and weekly check runs.
• Process interpreter payments twice monthly
• Prepare and make bank deposits as needed
• Support credit card reconciliation by collecting receipt backup.
• Provide support during the financial audit, including providing backup documentation as needed.
• Process credit card payments in PayTrace for Interpreter Services as needed
• Filing documents and payables support as needed
• Maintain vendor data in NetSuite, and ensure contact information is consistent between various systems.

Interpreter Services Support (25%)

• Receive requests from customers and schedule interpreting/translating sessions through online scheduling system and via email and phone, if needed
• Review written translations and provides necessary English editing
• Handle walk-in translations and requests
• Keep billing notes for review of payments for interpreters within system
• Provide support for interpreters as they manage scheduling in Fluency
• Assist interpreters with navigating appointment sites (location, meeting link)
• Provide support to internal and external customers.
• Connect with outsourcing services including utilizing for-profit interpreter services to meet external needs.
• Provide leave coverage for Interpreter Services Manager

Operations Support (15%)

• Maintain supply inventory and provide assistance to Admin Managers for ordering and procurement.
• Manage organization in supply closet
• Handle and monitor incoming and outgoing mail.
• Assist with various local errands including but not limited to bank deposits, USPS, catering, etc.
• Provide regular vehicle checks for gas, tire pressure, check engine lights, etc.
• Coordinate and maintain various administrative records as needed
• Other support for Admin team, as needed

Other duties as assigned

Requirements

Qualifications:

• High School Diploma or equivalent required; advanced degree preferred.
• At least 2 years’ experience in an office environment
• Minimum one year of bookkeeping or accounts payable experience
• Fluent in Spanish is a bonus

Skills Needed:

• Strong organizational and time management skills, with a proven ability to meet deadlines.
• Able to effectively prioritize and execute multiple tasks for multiple stakeholders.
• Experience in NetSuite preferred, willingness to learn new systems.
• Ability to be self-directed and highly flexible in daily work. 
• Ability to work effectively in an environment that is multicultural and multilingual.
• Excellent verbal and written communication skills and the ability to develop positive working relationships with both internal and external collaborators.
• Strong computer skills and proficiency in Word, Excel, Google Docs and internet-based communication and time management software.

Working Conditions and Physical Effort:

• Regular hours Monday-Friday 8:00a – 5:00p.
• Much of the work is typically performed in an interior temperature-controlled office work environment. Position requires prolonged periods of sitting at a desk and working on a computer.
• Position is required to regularly sit; talk and hear, in person and by telephone; use hands to feel or operate standard office equipment; reach with hands and arms;
• Position requires frequent bending, squatting, sitting, standing, pulling, pushing, lifting, and moving items that may weigh up to 40 lbs.