Job Offer By Kahler Automation - Administrative Specialist

Job Offer By Kahler Automation - Administrative Specialist

Kahler Automation (United States) - This position will require someone who is organized, detailed oriented and able to juggle several demands at once. Will assist the Controller and Accounts Payable with accounting duties. Provide general office support with a variety of clerical activities and related tasks. Is responsible for welcoming visitors, answering and directing incoming calls to appropriate individuals.

Essential Duties and Responsibilities include the following. Other duties may be assigned:

  • Exhibit and promote the following values:
  • Curiosity Attitude: An employee who is curious is motivated to take time to question and explore new things to find answers that will ensure the best outcomes for the organization.
  • Focus on Quality: An employee who values quality has integrity and produces results that meet high standards set by the organization
  • Passion for Service: An employee who is service-oriented displays a positive behavior and responds to customers using good business practices to meet their needs and expectations
  • Dedicated Spirit: A dedicated employee is one who takes ownership for their role and the whole organization to ensure that goals are achieved.
  • Welcomes visitors in a friendly, professional and courteous manner to the facility and notifies company personnel of their appointment.   
  • Answers phone calls in a friendly, professional and courteous manner and gives information to callers, takes messages, soft transfers calls to appropriate individuals, or creates a ticket in HubSpot. Accurately takes messages and delivers oral or written messages to company personnel timely.
  • Opens the switchboard at promptly 8:00 a.m. and efficiently operates it throughout the day until 5:00 p.m. 
  • Enters cash receipts, A/R and Miscellaneous. 
  • Opens up A/P email and prints out all vendor invoices (separate out 3-way match (PO’s) and NO-PO invoices). 
  • Calculates monthly commissions – working with Controller: 
  • Add Project invoices to Excel spreadsheet (separating out invoices based on who is the salesperson on invoice) 
  • All customer order invoices are calculated within CSI and then added to the commission spreadsheet by Controller. 
  • Processes credit card payments. 
  • Month-end tasks: 
  • Create a new Use Tax spreadsheet each month.  
  • Invoices that AP gathers during the month that we need to pay tax on, add to the spreadsheet.  
  • Once done, notify Controller for the upload to Avalara. 
  • Assists with Accounts Receivable by creating the Aging Report, contacts late payers, and tries to resolve their issue (update email address, send copies of invoices, notify appropriate Kahler employee of the customer’s concerns). Mails any invoices that can’t be emailed, mails statements monthly, matches incoming checks with invoices.
  • Accurately files correspondence, Accounts Receivable and Accounts Payable and other records. 
  • Deposits all checks. 
  • Creates customer orders for Service Case Billing, in partnership with Inside Sales Coordinator.
  • Manages the fleet of vehicles for staff availability: Manages schedule of users and distributes/collects keys, keeps mileage log, schedules maintenance appointments (in partnership with Facilities Manager) 
  • Manages the on-call calendar and early on-call calendar for software and technical support areas in the Service department.
  • Requisitions and distributes clerical supplies to company personnel.
  • Collects, sorts and distributes incoming mail, and collects, seals, and stamps outgoing mail. 
  • Manages the postage machine credit balance. 
  • Makes copies, laminates, and binds printed materials.
  • Files correspondence, accounts receivable and accounts payable and other records. 
  • Oversees meeting rooms for cleanliness
  • Assists with meeting by tidies the rooms, wipes down the tables, orders and picks up treats and lunches. 
  • Assists various departments with special projects.
  • Writes birthday, welcome and sympathy cards for employees. 
  • This Job description is not comprehensive, and all employees must be flexible, and willing to perform other duties as assigned by their supervisor. 

Requirements:

Competencies: To perform the job successfully, an individual must demonstrate the following:

  • DEPENDABILITY AND RELIABILITY: Performs all duties and assignments whether or not supervision is present.
  • COMMUNICATION SKILLS: Expresses ideas, information, and instruction in a positive and effective manner.
  • TEAMWORK and COOPERATION: Works cooperatively with coworkers and supervisor. Acts as an effective team member with other employees through cooperation.
  • JUDGMENT: Makes reasonable and appropriate decisions.
  • ADAPTABILITY: Readily and effectively adjusts to changing ideas and activities.
  • ROLE MODELING: Acts as a good role model for other employees.
  • CREATIVITY: Shows imagination and innovation in solving problems.
  • ATTENDANCE: Reliably reports for work as scheduled, works OT when requested.
  • SAFETY: Follows all safety rules and works in a safe manner.
  • PRODUCTIVITY: Produces an acceptable amount of work, of sufficient quality in an appropriate amount of time.

Qualifications: To perform this job successfully, and individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Education/Experience:

Associate degree (A. A.) or equivalent from two-year college or technical school; or 2-3 years related experience and/or training; or equivalent combination of education and experience. 

Computer Skills:

To perform this job successfully, an individual must have solid knowledge of Microsoft Office Products; Microsoft Outlook an Email software, Microsoft Word a processing software; Microsoft Excel a spreadsheet software, Microsoft TEAMS a communication software and ERP accounting software (will train). 

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  

Math Ability:

Ability to work with mathematical concepts and to apply concepts such as fractions and percentages. 

Language Ability:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees in the organization. Effectively receive and provide information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. 

Certificates and Licenses:

N/A

Travel:

Travel is not a regular part of this position.  

Work Environment and Physical Demands: The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. 

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is frequently required to stand; sit and talk or hear. The employee is frequently required to walk; use hands to fingers, handle, or feel and reach with hands and arms. Communicate by talking, listening, and writing. 

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