Accounting Administrative Assistant

SUMMARY:
This position provides a broad range of banking, accounting and administrative support services to the Controller and the Accounting Managers (currently four).

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to:

Banking Responsibilities

•Maintain positive relationship with banking personal to ensure smooth processing of banking and treasury requirements. Works with overdraft department, Real Estate Support services, data banks, etc.
•Open and close all accounts for Stiles Corporation and all related and third party entities.
•Coordinate information flow between bank institutions and accounting division.
•Process paperwork to/for bank wire transfer database and follow up to ensure accuracy.
•Initiate wire transfers based on completed forms from accounting division personnel.
•Review bank account analysis reports for accuracy.
•Maintain accurate schedule of all Letter of Credit and coordinates LOC renewals as required.

Income Tax Return and Processing Responsibilities

•File for Tax Payer ID numbers in a timely manner for all newly established entities as required. In addition, file for S-Corp Status as necessary. Distribute partnership agreements to the appropriate accountant(s).
•Maintain partner database for communicating income tax reporting information.
•Receive tax preparation packages from Senior Accountant; send the packages to the appropriate tax preparer; return completed tax return to the Senior Accountant; obtain signatures; mail returns to the IRS; maintain internal files.
•Keep a log of the current status of each tax return.
•Prepare no activity tax return for approval by the Controller.


Surety Responsibilities

•Maintain accurate schedule of all outstanding bonds for Corporate and Partnership entities. Ensure bonds are released in a timely manner so that no additional premium is incurred.
•Help coordinate obtaining accurate information for surety agent to ensure timely issuance of bonds.

Other Responsibilities

•Compile various reports as requested by Controller and Accounting Managers.
•Review, prioritize and direct incoming correspondence. Compose and/or prepare general (and confidential) correspondence.
•Schedule and coordinate meetings, prepare materials in advance and attend meetings as necessary. Schedule and coordinate travel arrangements.
•Prepare expense reports for Controller and Accounting Managers. Assemble all documents for approval/signing by Controller and Accounting Managers and redistribute after approval.
•Type, fax, scan and file correspondence and memos.
•Other duties as assigned.
REQUIREMENTS
QUALIFICATION REQUIREMENTS:
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The role requires a motivated “multi-tasker” who is able to maintain stability and positive attitude under pressure. A high percentage of the work is time sensitive and confidential. Good communication (both verbal and written) and organizational skills are required along with excellent follow-through skills. Must be detail oriented and able to prioritize and meet deadlines. The individual must be personable and approachable with a cheerful disposition.

EDUCATION AND/OR EXPERIENCE:
Completion of high school education (or equivalent) required, professional training/degree (or equivalent) preferred plus a minimum of three (3) years experience as a secretary, administrative assistant or comparable clerical position with increasing responsibility. Must be proficient with a multitude of Microsoft applications including: Word, Excel, PowerPoint and Outlook. Experience of working in a Construction, Engineering, and/or Development office, or a related business, preferred.


Send Resume with salary requirements to: [Click here for email].

Stiles Corporation is an Equal Opportunity Employer and Drug-Free Work Place.

Local Candidates Only
No Phone Calls



To be considered for this position you MUST reply to the follow-up questionnaire that will be sent to you via email shortly.

Thank you!