Overview
Administrative Assistant Jobs in Polk City, IA at Polk County Heating and Cooling
Administrative Assistant
We are seeking a reliable and detail-oriented Administrative Assistant to support the daily operations of a busy office. This role requires excellent organizational skills, strong communication, and the ability to manage multiple responsibilities across office administration, intern coordination, and vendor relations.
Key Responsibilities:
Phone Management: Answer and direct all incoming phone calls professionally and courteously. Take detailed messages and ensure timely follow-up.
Mail & Shipping: Handle all incoming and outgoing mail using Pitney Bowes and FedEx. Sort and distribute incoming mail to attorneys and file any received bills in the designated folder.
Billing & Payments: Track bills using the payment calendar; ensure non-auto payments are managed and processed. Pay virtual assistants on a weekly basis and manage invoice collection.
Intern Coordination: Manage internship applications via Simplicity, primarily from Brooklyn, Cardozo, NYLS, and Fordham.
Client Billing: Support staff by preparing invoices using QuickBooks.
Other general day-to-day office admin responsibilities
Qualifications:
Strong organizational and multitasking skills
Professional phone etiquette and clear communication
Proficiency with Microsoft Office software (Word, Excel, PowerPoint) and basic familiarity with tech setup
Ability to manage confidential information with discretion
Self-starter who can work independently and as part of a team
Pluses:
Experience using Clio
Familiarity with Tresorit
Familiarity with QuickBooks
Job Type: Full-time
Pay: $40,000.00 – $50,000.00 per year
Schedule:
8 hour shift
Ability to Commute:
New York, NY 10018 (Required)
Ability to Relocate:
New York, NY 10018: Relocate before starting work (Required)
Work Location: In person
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Title: Administrative Assistant
Company: Polk County Heating and Cooling
Location: Polk City, IA
