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  • Eau Claire, WI

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Administrative Assistant - III

Genesys Talent • Eau Claire, WI

Posted 22 days ago

Job Snapshot

Other Great Industries
Admin - Clerical

Job Description

We have an immediate need for an Administrative Assistant for a 12 month contract opportunity in Eau Claire, WI (54701).

Primary Responsibilities and Skills Needed:
  • Provides administrative support to a department or individual.  
  • Duties may include word processing, filing, faxing, answering phones, receiving and directing visitors, scheduling, financial record keeping, coordinating meetings and conferences, obtaining supplies and sorting/distributing mail, compiling and assembling information, creating and modifying reports, and composing basic correspondence. 
  • May work on special projects 
  • Must be able to multi-task and prioritize. 
  • Strong organizational skills are essential. 
  • Strong communication skills over the phone, via email, and in person are required.  
  • Ability to handle routine situations with minimal direction regarding tasks to be performed
  • Ability to work under deadline pressure and ability to work independently required.  
  • Experience with MS Office required.

Other Responsibilities:
  • Enter agreements in ETP and save to shared folder
  • Weekly CRS query to ensure all agreements billed as refundable CIAC are received for entry into ETP
  • Send emails to designers and supervisors for missing agreements
  • Track billed agreements on CRS query spreadsheet to ensure they are received
  • Run monthly R022 report to send to supervisors and designers for monthly reviews
  • Track reviews to ensure all reviews are completed in timely manner
  • Process annual and final reviews when received
  • Process refunds in ETP for final  reviews and annual reviews
  • Track RFP's submitted on spreadsheet to ensure all refunds are processed by ETP
  • Enter refund check information in ETP on the refund screen
  • Run monthly report R026 to send to accounting for journal entry preparation (for closed agreements)
  • Run additional reports to send to accounting to support reconciliation (R022 ETP report, CRS query, RFP report) 
  • Provide budget forecast information on a monthly basis
  • Write procedures for various processes – i.e. Review process, Forecasting, etc.
  • Perform periodic audit of ETP by comparing CRS query to ETP detail to find discrepancies – i.e. not notified of cancelled agreements. This ensures ETP houses only valid agreements. 
  • Answer questions regarding agreements, reviews, refunds
  • Maintain ETP Manual when changes in ETP or processes
  • Answer audit questions both externally and internally (usually annual external review).  Provide documentation as needed.
  • Additional administrative tasks as needed – i.e. design reports, service work order billing, joint use billing, work order reconciling/closing, etc.
Job ID: 19040
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