Administrative Assistant

Full Time | Saratoga Springs, UT

Position Summary: The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks. This includes assisting the Accounts Receivable Administrator in ensuring that the company receives payment for goods and services offered to clients.

Principal Duties & Accountabilities:
– Works closely with Practice Administrator and Accounts Receivable (A/R) Administrator
– Maintains, documents, and notifies appropriate parties of incoming voice messages for administrators.
– Sorts through incoming mail and maintains filing systems.
– Retrieves information as requested from records, email, minutes, and other related documents.
– Prepares written summaries of data when needed.
– Responds to and resolves administrative inquiries and questions.
– Assists Practice Administrator with employee onboarding, including welcome packages.
– Assists with management of sponsored clients, including swag bags.
– Facilitates drop off and pick up of materials to be embroidered.
– Generate a report of itineraries after CE and/or other company travel is booked by Practice Administrator.
– Assist with organization of company parties and CE, including Veterinary Technician Week (Tech Week).
– Assist Practice Administrator with other related projects.
– Facilitate delivery of certified collection letters to USPS monthly or as needed.
– Facilitate deposits to the company bank account.
– Assist with internal billing.
– Assists A/R Administrator with related projects.
– Prepares, posts, verifies, and records customer payments and transactions related to accounts receivable.
– Creates invoices according to company practices; submits invoices to customers.
– Maintains and updates customer files, including name or address changes, mergers, or mailing attentions.
– Drafts correspondence for standard past-due accounts and collections, identifies delinquent accounts by reviewing files, and contacts delinquent accountholders to request payment.
– Assists in generating monthly billing statements based on the general ledger.
– Assists A/R Administrator in reconciling revenue accounts each month.
– Copies, files, and retrieves materials for accounts receivable as needed.
– Performs other related duties as assigned.

Related Duties & Accountabilities:
– Answers and transfers phone calls, screening when necessary.
– Welcomes and directs visitors and clients.
– Prepares agendas and schedules for meetings.
– Records and distributes minutes or other records for meetings.
– Maintains office supplies and coordinates maintenance of office equipment.
– Maintains a system for recording expenses and the use of petty cash.
– Coordinates and schedules travel, meetings, and appointments for managers or supervisors.
– Prepares agendas and schedules for meetings.
– Records and distributes minutes or other records for meetings.
– Creates reports regarding the current status of customer accounts as requested.
– Researches customer discrepancies and past-due amounts with the assistance of the Collections Manager and other staff.
– Collaborates with the A/R Administrator to reconcile accounts receivable on a periodic (at least bimonthly) basis.
– Relays changes of information to appropriate employees.
– Performs other duties as assigned.
NOTE: This list presents only the principal duties of the position and is not intended to be comprehensive. Other duties or responsibilities may be assigned as dictated by the business needs and conditions. As an essential function of the job, good attendance is required.

Appearance:
All employees are required to dress in a manner acceptable for interacting with clients and other professionals.
Your personal appearance and dress are expected to always be appropriate to the professional nature of our
business. The image of the clinic in the eyes of clients, vendors and the public is affected by the appearance
of our employees.
– Collared or button-up shirts white, gray, blue or black in color to represent the clinic colors. No tank
tops and plunging necklines.
– Clean boots or closed-toe shoes.
– Hats are acceptable as long as they do not promote a competitor.
– Hair is expected to be clean and neat in appearance. Longer hair must be pulled back.

Qualifications, Educational Skills, & Experience:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasoning Ability:
– Ability to make decisions, negotiate and solve problems.

Computer Skills:
– Above average typing skills (50 WPM).
– General understanding of computer applications (internet and communications).

Other Skills & Abilities:
– Customer service experience required.
– Highly organized and efficient.
– Self-starter with the ability to work independently and effectively within cross-functional teams.
– Sound analytical skills and acute attention to details.
– Adept at creative thinking and problem solving.
– Strong math and writing skills.
– Excellent prioritization, organization and time management skills.
– Comfortable in a fast-paced, demanding environment.
– Excellent verbal and written communication skills.
– Excellent interpersonal and customer service skills.
– Proficient in Microsoft Office Suite or related software.
– Excellent organizational skills and attention to detail.
– Basic understanding of clerical procedures and systems such as recordkeeping and filing.
– Ability to work independently.

Physical Demands:
– Prolonged periods sitting at a desk and working on a computer.
– Must be able to lift up to 15 pounds at times.
– Must be able to access and navigate all terrains of the facilities.

Work Environment:
– May, occasionally, be exposed to outside weather conditions, if necessary.
– Must be able to work effectively in an environment with exposure to dire, dust, pollen, chemicals,
animal hair and other particulates.

Education/Experience:
– High school diploma or equivalent.
– Secondary degree preferred.
– Minimum one year of experience in a clerical or assisting position required.
– Three to five years of experience in a clerical or assisting position preferred.
– Experience in the equine industry a plus.
– Experience in medical office environment a plus.

Certificates, Licenses, & Registrations:
– None required

 

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