Environmental Monitoring and Technologies, Inc. Accounting and Administrative Assistant in Morton Grove, Illinois

OBJECTIVES OF THE POSITION:

Under the direction of the Accounting and Administrative Manager, the Accounting and Administrative Assistant performs general Administrative and Accounting duties and provides support to the Comptroller as required. The Accounting and Administrative Assistant will work closely with and assist Company staff and, therefore, should have good interpersonal and teamwork skills. Additionally he/she must have a strong administrative and accounting skills background, while strictly adhering to all of EMT’s safety rules, standard operating procedures and Ethics Policy.

SPECIFIC DUTIES OF THE POSITION:

  • Answer and direct incoming calls during normal business hours. Provide exceptional customer service.

  • Receive, sort and deliver all incoming mail. Process postage and send all outgoing mail. Order postage supplies as needed.

  • Receive, sort and deliver all incoming faxes.

  • Type letters submitted in rough using Microsoft Word.

  • Maintain the organization of the front office area. Order supplies as needed to ensure areas/closets are stocked.

  • Process accurate receipts of all Accounts Payable Purchase Order Invoices through the Company’s Accounting System.

  • Process accurate billings of all Accounts Receivable Invoices through the Company’s Accounting System and Laboratory Database System. Distribute Invoices to clients by e-mail, mail, fax or over the internet.

  • Enter Purchase Order data into the Company’s Accounting System.

  • Maintain Accounting Excel Spreadsheets: PO Log, Subcontract Re-billing, etc. Distribute copies of Re-billed Invoices to the Sales Team.

  • Ensure all Clients and Vendors are properly set-up in the Company’s databases by distributing and tracking New Client packet paperwork. Submit final New Client paperwork to the Accounting and Admin. Manager for approval.

  • Place weekly Accounts Receivable Collection calls as needed to delinquent accounts. Generate and distribute Account Statements as needed.

  • Process and place weekly Purchasing orders with Vendors by phone, e-mail, fax or internet as directed each week and document purchases. Process all returns.

  • Verify vendor pricing by comparing the Invoice price against the EMT purchasing catalog. Notify the manager of any discrepancies.

  • Verify receipt of goods in the PO Log by reviewing packing slips as items are received. Match all Accounts Payable Invoices with their respective packing slip(s) and file together.

  • Such other tasks as may be assigned from time to time consistent with the objectives of the position.

PHYSICAL REQUIREMENTS OF THE POSITION:

  • While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell.

  • The employee must occasionally lift or move up to 25 pounds.

  • Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

PERSONAL AND PROFESSIONAL CREDENTIALS:

  • Have excellent verbal and written communication skills.

  • Have excellent telephone skills and etiquette.

  • Be highly organized and detail oriented. Have the ability to work accurately and efficiently, be able to multitask.

  • Have a working knowledge of office equipment including copiers, printers, faxes and telephones.

  • Have basic computer skills including familiarity with: Microsoft Office: Word, Excel and Outlook, Element LIMS and MAS90.