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Job Details

Administrative Support

Company name
Steel City Heating & Air Incorporated

Location
Ridgeland, MS, United States

Employment Type
Full-Time

Industry
Administrative

Posted on
May 21, 2020

Valid Through
Sep 03, 2020

Apply for this job






Profile

Provides general administrative and clerical support to the location following standardized processes and

procedures. Utilizes various computerized systems and software to perform tasks. Variation in tasks is

contingent on the size and staffing level of the location. Work is performed under general supervision

with latitude for limited decision making.

Responsibilities:

Answers telephone and assists call or routes call to appropriate person. Sorts and opens mails,

orders office supplies, and maintains files.

Disburses cash from Petty Cash Fund, collects receipts and other required documentation for use of

petty cash, reconciles cash expenditures to balance fund monthly, and submits required

documentation to Accounts Payable for replenishment of fund.

Removes payments and documents from Lock Bock, enters required information in cash log,

completes deposit slip and deposits funds in bank, and faxes/emails deposit information and receipt

to designated person.

As requested or from approved list, enters required information into designated system in order to

create Purchase Orders. Obtains management approval of purchase order and routes/retains

purchasing documentation in accordance with standardized procedures.

Maintains spreadsheet record of usage of consigned inventory; creates purchase orders in

designated system as inventory is used; reconciles available consigned inventory to usage

spreadsheet, and reconciles invoices to purchase orders for consigned inventory.

Processes extended warranty claims in accordance with established procedures and processes to

include reviewing individual product warranty information in order to complete appropriate vendor’s

warranty documents. Completes Returned Goods Authorization forms and log and tracks

payments/credits from vendor.

Reviews timesheets for completeness, correctness, and required approvals prior to faxing to

appropriate corporate personnel for entry into time-keeping system. Calculates piece rate payments

due in accordance with piece-rate program and gathers data relating to spiffs payments due in order

to complete spreadsheet for routing for entry by corporate personnel.

Responsible for timely and accurate completion of billing activities and related reports. Ensures that

all billing inquiries are researched and resolved quickly using approved training techniques.

Responsible for timely and accurate completion of accounts receivable activities including, but not

limited to, printing invoices and mailing to customers, calling on accounts with balance owed,

collecting cash/check/credit card payments and deposits made timely, and related reports.

Responsible for membership activities including filing agreements, calling on customers to schedule

visits, generating monthly reports, and handling the Ad Builder website.

Responsible for timely closing of center tickets and job ensuring accuracy of all information.

Gathers required information and documentation in order to complete Employee Action Notice using

the Exponent HR System. Emails/faxes new-hire documentation and other required forms and

documents to payroll or designee.

Generates various systems reports in order to document updated status of activities and complete

required fiscal close forms for month, quarter, and year-end close. May be required to calculate

estimated values for wages due, pending invoices, or other items.

Follows SOX procedures to ensure all required files and documents are in place and correct

Represents the company professionally, honestly, and ethically in all business matters and activities

Performs similar/other duties as needed or assigned.

Qualifications:

High school diploma or equivalent with 1 year experience in general clerical or accounting clerk

Knowledge of generally accepted administrative practices and procedures

Ability to learn and follow company process and procedures, including the fundamentals of humanresource-

related recordkeeping and record retention

Ability to maintain confidentiality of human resource and other sensitive data

Ability to work well under pressure

Ability to meet deadlines consistently with high levels of attention to detail

Capable of dealing with stressful situations and unhappy customers

Ability to learn and follow company process and procedures

Ability to multitask in a busy work environment and to organize and manage multiple priorities

Excellent customer-service, verbal and written communication, and interpersonal skills

Experience or training the use of computers and related systems in an administrative office environment

Working knowledge of Microsoft Word, Excel and Outlook software applications

Effective communication skills to communicate with customer and to resolve customer issues, complaints, or concerns

Ability to communicate with co-workers and customers in a pleasant, business-like, and customerfocused manner.

Ability to communicate with a diverse customer population.

Ability to work effectively in both a team and an independent environment

Company info

Steel City Heating & Air Incorporated

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