Administrative Assistant

We are seeking an Administrative Assistant to join our Operations and Resource Management team. This is a dynamic role, running the day-to-day operations of our team while supporting client teams and agency leaders to ensure all tasks run smoothly and efficiently.

Responsibilities

• Lead the setup and maintenance of vendor partners in our vendor management system
• Liaise with the Accounts Payable team to ensure timely processing and payment of vendor invoices. 
• Assist in contract preparation, invoice processing, and time entry for freelancers 
• Partner with Team Leads and Finance to ensure tools tracker is up to date with current Team tools, subscriptions, contract renewal notes and new tools requests 
• Serve as Accounts Payable and Resource Management process knowledge expert and training resource for agency staff
• Review missing time reports weekly and follow up with delinquencies 
• Support resource management data consolidation for monthly and quarterly utilization reporting.
• Run financial queries & assist in special projects as assigned 

Requirements

• At least 2 years of administrative or finance experience in a professional, collaborative environment, preferably in a professional services industry.  
• A sense of urgency with the ability to prioritize and re-prioritize throughout the day 
• Superb verbal and written communication skills 
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, internet search 
• Experience in financial systems, including Accounts Payable, time tracking, and reporting
• Excel proficiency can and will be taught, but expectation is that this person will grow into advanced excel skill level 
• Possess exceptional time management and organizational skills with ability to balance multiple projects simultaneously from beginning to end 
• Have an inherent service orientation, a true desire to help others, and demonstrate appropriate levels of professionalism in all interactions

An employee’s pay position within the salary range will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, travel requirements, revenue-based metrics, any contractual agreements, and business or organizational needs. The range listed is just one component of DJEH’s total compensation package for employees. Other rewards may include annual bonuses, a Paid Time Off policy, and region-specific benefits.