Job Description

The Executive Assistant supports all day to day in office activities with a friendly and helpful attitude. They have specific responsibilities in support of finance and accounting, people operations, facilities, and support functions. Their work is essential to Teleosoft’s ability to deliver high-quality software products to county government clients.

Supervisory Responsibilities:

The Executive Assistant does not have direct supervisory responsibility but may need to communicate on behalf of senior leaders to employees of all levels.

Duties/Responsibilities:

• Coordinate activities throughout the company to ensure efficiency and maintain consistency with company policy
• Facilitate effective communication across teams, between leaders, and with stakeholders at all levels
• Manage agendas, travel plans and appointments for executive leaders as needed
• Manage emails, letters, packages, phone calls and other forms of correspondence
• Support bookkeeping and financial procedures for the company
  • Process daily bank deposits
  • Categorize financial transactions in accounting software
  • Manage the processing of expense reports for corporate credit card holders; file and audit receipt retention/submission as needed
  • Process bills by entering in accounting software, paying online bills, queuing checks to be printed, etc.
  • File paperwork physically and electronically as needed
  • Coordinate A/R aging follow up internally and manage communications with client A/P departments as needed
  • Create budget reports and monthly financial reports
  • Generate and send Invoices (including spreadsheet updates for internal tracking)
  • Maintain (and expand) finance/administrative contacts list for customers
  • Assist with client contracts administration and financial related communications
• Support People Operations tasks as needed
  • Post open positions to job boards
  • Support payroll processing
  • Manage timelines for performance reviews
  • Maintain employee files in people operations system and SharePoint
  • Manage employee onboarding and background check processes
• Serve as receptionist/administrative assistant as needed
• Coordinate office cleaning and supply ordering
• Liaison with facilities representatives as needed
• Create and update databases and records for financial information, personnel and other data/reporting needs
• Track and replace office supplies as necessary to avoid interruptions in standard front office procedures
• Submit reports and prepare proposals and presentations as needed
• Assist colleagues whenever there is an opportunity to do so

Qualifications

Education and Experience:

• A High school diploma or equivalent is required.
• At least two years of related professional experience is required.
• Relevant college education may be preferred.
• Experience with QBO, ADP, Microsoft 365 is highly desired.
• Experience managing confidential information with integrity and showing discernment in all areas of communication is preferred.

Additional Information

Come Join Us!

If you have the skill and desire to work in a place where leaders listen and genuinely care, a place that pushes you to grow personally and professionally, and a place where you can put down roots and build a future, then Teleosoft just might be the home for you!

We also offer competitive benefits including a medical/dental/vision plan, vacation & sick time, and a 401(k).