Administrative Staff II
Terracon
- Boise, ID
- Permanent
- Part-time
Performs administrative and general office duties of a responsible and confidential nature. Produces a variety of correspondence, reports and presentations using the appropriate software for word processing, graphics and spreadsheets. Screens telephone calls and visitors. Schedules and maintains calendar of appointments, meetings and travel itineraries and coordinates related arrangements. Routes or answers routine inquiries. Maintains files, department office supplies and mail. Prepares special reports. Gathers and summarizes data. May serve as a liaison between office and corporate functions. May be assigned to various functional areas of the company.Essential Roles and Responsibilities:
- Under direct supervision, provides general administrative support to a department and/or group of professionals of a basic and routine nature. Follow established billing procedures and process routine invoices.
- Gathers, processes and presents billing related information accurately and clearly in a spreadsheet format.
- Reviews and verifies proposals, contracts to ensure appropriate billing procedures are followed. Validates billing type, rates, due dates and basic services provided.
- Type correspondence, documents and spreadsheets. Input data into databases.
- Compiles and analyzes basic information for inclusion in reports or presentation materials, prepares charts, graphs or tables as necessary.
- Receives and responds to routine correspondence following established procedures.
- Ensure that client billings are properly processed and the information contained within the bills is accurate.
- Prepare and submit final invoice packages, including all applicable backup.
- Timely and accurate billing for designated projects in accordance with established client policies and procedures.
- Set up and maintain projects in job registration system.
- Provide excellent client service by maintaining a positive and professional attitude as well as positive and cooperative relationship with peers, coordinators and managers.
- Under immediate supervision, performs collection activity and persistent follow-ups on assigned portfolios of accounts receivable invoices.
- Carry out all functions necessary to bring about the prompt resolution of a problem, and/or facilitate payment of a past due invoice.
- Report issues and escalate major problems to the Project or Office Manager for resolution.
- Participate in meetings with department, office, and project managers for collection updates and other issues.
- Maintains files of correspondence, reports, records and contracts.
- Opens, sorts and routes mail to the appropriate persons.
- Makes copies and files various documents.
- Follow safety rules, guidelines and standards for all projects. Participate in pre-task planning. Report any safety issues or concerns to management.
- Be responsible for maintaining quality standards on all projects.
- High school diploma or equivalent.
- Limited experience performing office support activities required.
- Valid driver's license with acceptable violation history.