Overview
Administrative Assistant/Office Manager Jobs in Poughkeepsie, NY at Dutchess County Regional Chamber of Commerce
Job Summary
The Accounts Payable/Administrative Assistant – In Construction plays a vital role in supporting the Construction Team through effective coordination, document control, and communication.
This position will perform the review, validation, and entry of accounts payable invoices and maintenance of accounts payable records for the company. Ensuring timely payments to external vendors, customers, and employees while accurately recording related financial transactions and ensuring compliance to company policies.
This position is also responsible for managing administrative processes related to project records, scheduling, reporting, and field support.
Key Responsibilities:
Invoice Processing:
Review and verify invoices for accuracy and proper approval.
Enter invoices into the accounting system and ensure timely processing.
Resolve any discrepancies or issues with invoices.
Vendor Management:
Track and maintain W-9s, certificates of insurance, and vendor compliance documentation.
Schedule payments (checks, ACH, wire transfers) and maintain payment records.
Respond to vendor inquiries and resolve payment-related issues.
Account Reconciliation:
Reconcile accounts payable transactions and resolve any discrepancies.
Manage fuel and credit card programs.
Assist with month-end, quarter-end, and year-end closing processes.
Compliance and Reporting:
Ensure compliance with company policies, procedures, and accounting principles.
Assist with audits by providing supporting documentation and answering inquiries.
Prepare and maintain accounts payable documentation and records.
Process Improvement:
Collaborate with cross-functional teams to streamline accounts payable processes.
Implement best practices for accounts payable management.
Administrative Support:
Answer phones, route calls, and handle mail and email correspondence.
Maintain organized electronic and paper filing systems (including job files and vendor records).
Manage office supplies and coordinate maintenance requests.
Schedule meetings, organize company events, manage calendars, and assist with project documentation.
Track and update state and municipal licenses.
Assist with social media and marketing platforms as needed.
Provide general administrative support to office staff and project managers.
Qualifications
2+ years of accounts payable and/or administrative experience; construction industry experience required.
High school diploma or equivalent required; degree in accounting, business, or related field preferred.
Familiarity with construction accounting systems (e.g., QuickBooks Online, QuickBooks Desktop, or similar).
Strong proficiency in Google Workspace and Microsoft Office.
Excellent communication, organizational, and multitasking skills.
How to Apply
Please submit your resume and a brief cover letter via Indeed. We appreciate your interest and will contact qualified candidates for an interview.
Job Type: Full-time
Pay: $18.00 per hour
Expected hours: 35 – 40 per week
Schedule:
8 hour shift
Day shift
Monday to Friday
Work Location: In person
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Title: Administrative Assistant/Office Manager
Company: Dutchess County Regional Chamber of Commerce
Location: Poughkeepsie, NY
