Administrative Specialist-Finance - Full-time

SUMMARY:

Reporting to the Accounts Payable Supervisor, the Administrative Specialist will assist the Accounting department to perform a variety of administrative tasks in support of the San Diego (Poway) office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Duties:

1. For periodic accounts payable check runs, match check copies with supporting documents as considered necessary.
2. Support Concur application by scanning source documents to invoice capture and perform select functions such as invoice assignment and general ledger account coding.
3. Maintain files (create new file folders and file source documents for accounts payable, billing, general accounting and payroll) for the Poway location
4. Maintain log of all boxed records from accounting and finance that go into records storage. Coordinate sending records to and pulling records from record storage as necessary.
5. Track daily courier pouches between locations. Prepare pouches and packages for courier each day and resolve issues with company courier when they are not delivered as scheduled.
6. Sort mail and put proper postage on all outgoing mail; periodically take mail to post office and drop off FedEx or other shipping company packages as necessary. Track all certified mail and/or priority mail. Insure that there is adequate postage available on the postage machine, keep postal permits current, and request postage refills as necessary.
7. Fold and insert commercial storage and permanent storage invoices into envelopes.
8. Maintain inventory of and order e-supplies for the Poway office including, forms, and business cards. Obtain price quotes as necessary to ensure that Corovan receives the best possible pricing. Distribute supplies and keep break rooms stocked as required.
9. Manage data in Excel spreadsheets and reports as considered necessary.
10. Organize and schedule meetings and events as considered necessary.

Customer Relations:

• Must follow all confidentiality rules regarding customer information.
• Communicate with co-workers, management, clients, and others in a courteous and professional manner.
• Maintain excellent customer service with the customers to establish solid relationships.
• Promote Corovan's Mission and Vision Statements.

Safety:

Performs work with quality, efficiency and safety at all times.

Other duties:

• All other duties as assigned based on business needs.
• Conform with and abide by all regulations, policies, work procedures, and instructions.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

COMPETENCIES:

1. CUSTOMER SERVICE- Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
2. TEAMWORK - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

1. ORGANIZATIONSKILLS - Organization skills with ability to juggle multiple assignments and tasks, including attention to details, and the ability to prioritize in a changing environment.
2. INTERPERSONAL SKILLS - Strong interpersonal (verbal and written) communication skills, positive attitude, flexibility, and an eagerness to learn new things.
3. LANGUAGE SKILLS - Ability to read and interpret documents written in English such as manuals, procedures and work instructions. Ability to effectively communicate well with customers and coworkers.
4. MATHEMATICAL SKILLS - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
5. REASONING ABILITY - Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
6. COMMUNICATION SKILLS – Ability to effectively communicate with potentially stressful and/or emotional situations. Outstanding customer oriented skills.
7. OTHERDUTIES:
   • Ability to meet deadlines.
   • Ability to exercise independent judgement.
   • Ability to maintain accurate files, both paper and electronic.
   • Ability to prioritize urgent tasks and projects.
   • Able to use office equipment including but not limited to computer, postage meter, folding machine, paper shredder, copier, printer, and scanner.
   • Maintain reliable work product and attendance.

EDUCATION and/or EXPERIENCE:

Minimum Qualifications:

1. High School Diploma or G.E.D. (or equivalent experience and training required, or equivalent of education and experience).
2. Two - five (2-5) years' experience in an administrative office environment.
3. Proficient in MS Office, including Word and Excel.
4. Proficient in Data Entry skills.
5. Valid Driver's License.

PRIMARY LOCATION:

In office - Poway.

TRAVEL:

Reliable transportation and the ability to make daily trips to the post office and other mailing locations.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Individuals are required to be able to sit or stand for long periods as needed throughout the day.

1. Walking: May require walking primarily on a level surface, but may include walking on uneven or inclined surfaces for lengthy periods throughout the day, often up and down stairs.
2. Handling: Seizes, helps or works with hands.
3. Lifting: Proper lifting techniques required. May include lifting up to 25 pounds of boxes when needed.
4. Reaching: Extends hands and arms in any direction, reaching above shoulder heights, below the waist or lifting as required.
5. Standing: Remains in standing position if required to perform various functions of the job.
6. Stooping: Bends body downward and forward by bending at knees or waist.
7. Vision: Reads paperwork and records on the computer.
8. Talking: Communications by phone and in person.
9. Sitting: May be required to sit at desk. May sit for long periods of time.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The performance of this position may occasional require exposure to the manufacturing, assembly and construction areas and under certain conditions require the use of personal protective equipment such as safety shoes, safety glasses with side shields, hard hats, masks, gloves and/or hearing protection. This list is not all inclusive.

1. Temp/Weather: Works in either 1) Office environment - for the most part ambient room temperatures, lighting and traditional office equipment.
2. Noise: Works in office environment with constant or intermittent noise.

POSITION TYPE/EXPECTED HOURS OF WORK:

1. This is a full-time, regular position.
2. Employees might be required to work late evenings or weekends depending on the business needs.
3. All Overtime must be approved by manager before working.
4. Because of sales and accounting interactions, the work needs to be conducted in the office location of 12302 Kerran Street, Poway, Ca 92064.

AAP/EEO STATEMENT: The Company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type, without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. OTHER DUTIES: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. REASONABLE ACCOMMODATIONS: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.