Branch Administrative Assistant

SUMMARY: The primary role of the Branch Administrative Assistant is to ensure smooth and accurate completion of office paperwork and act as administrative support to management team.
Will perform or oversee branch responsibilities in the areas of accounts payable and accounts receivable. Will assign duties
listed below and oversee the work performed by other employees in the office. In some cases, the Branch Administrative Assistant may supervise the office staff.ESSENTIAL FUNCTIONS
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.Recordkeeping
• Process new employee paperwork. Maintain personnel files in branch.
• Coordinate pre-employment process – collect background checks and drug testing results and provide to
hiring manager.
• Responsible for communication of benefit information including health insurance and Roto-Rooter pension
plans.
• Interfaces with appropriate Home Office personnel to answer employee questions related to the benefit
programs and corporate policies.
• Responsible for accurate completion of service technician time records on a daily basis; verify time sheets
with service technicians weekly.
• Collect signed time records for hourly and commissioned employees.
• Compute payroll for office staff and forward to home office payroll representative. Work with payroll
representative to resolve any payroll discrepancies.
• Call unemployment administrator with terminations and forward any paperwork received at the branch to
the unemployment administrator.
• Report workers’ compensation claims with carrier and set up branch files. Forward appropriate information
to Risk Manager and claims adjuster. Maintains documentation.
• Maintain annual OSHA 200 log for branch.
Weekly Turn-In
• Balance service technician turn-ins against computer reports. May actually perform this task with service
technicians or may verify turn-in after a manager accepts the turn-in from the employee.
• Calculate weekly sales for branch.
• Balance appropriate financial data and complete sales audit paperwork.
• Review and verify all OPCC for accuracy.
• Complete reconciliation of ProCards daily according to company policy.
• Process customer credit cards.
• Review, enter and file technician expense reports.
• Responsible for making deposits to appropriate financial institutions.
• Complete weekly package to Home Office in a timely and accurate manner.
• Transfer weekly sales data to the Home Office.
Accounts Payable and Receivable
• Pay accounts payable invoices with ProCard, when unable to pay with a ProCard, code invoices with
appropriate cost centers. Receipts must be filed.
• Determine credit worthiness of new customers.
• Call all current A/R accounts to confirm receipt of correct invoice. Call all delinquent accounts to collect
past due balances. Maintain comments in AS400.
Other Responsibilites
• Prepare correspondence and inter-office memos as needed for communication between customers,
management, office staff, and service technicians.
• Order and maintain Nextel phones for the branch.
• Order and maintain office supplies for the branch.
• Order and maintain uniforms for the branch.
• Set up vehicle insurance for service technicians using company-sponsored vehicle insurance program. Set
up payroll deduction.
• Enter truck stock inventory data and compile reports related to inventory.
• Address customer complaints and billing questions. Make refunds (according to agreed upon authority
level) or makes recommendation for action to the General Manager.
• May open or close the office.
• All supervisory responsibilities for subordinates, if applicable.
• Obtains certificates of insurance.
• Files invoices on a weekly basis.
• Checks voids, holds, and no-rev invoices.Job Requirements
PRE-EMPLOYMENT QUALIFICATIONS: Pass pre-employment drug screen, acceptable background check results including criminal history.
EDUCATION and/or
EXPERIENCE: High school diploma or equivalency is required. Associates degree in business or related field, or equivalent experience, strongly preferred. Prior office experience strongly preferred.LANGUAGE SKILLS: Must possess strong written and oral communication skills.MATHEMATICAL SKILLS: Solid basic math skills are necessary for calculating profits, and lost. as well as administering service agreements.REASONING ABILITY: Ability to problem solve and answer questions for customers.COMPUTER KNOWLEDGE AND SKILLS: Basic keyboarding and computer knowledge preferred.Microsoft Office, particularly Excel, skills necessary; AS400 experience preferred; Email experience preferred.
For your privacy and protection, when applying to a job online:

Never give your social security number to a prospective employer, provide credit card orbank account information, or perform any sort of monetary transaction.