Administrative & Finance Support Associate - Part Time at J J McDonnell & Co Inc

Description

SHIFT: Monday - Friday

HOURS: 7AM-12Noon

POSITION SUMMARY

This part time position will be responsible for providing administrative, clerical, and finance-related support to the Finance and Accounting departments, while also assisting with front-desk coverage and training support. This role includes scanning, filing, invoice processing support, check handling, and general office duties. The position requires reliability, confidentiality, and attention to detail.

Requirements

REGULAR ASSIGNED DUTIES AND RESPONSIBILITIES

• Scan delivery invoices and prepare finance documents for processing.
• Perform Accounts Receivable (AR) sorting and scanning for invoices, load sheets, and route sheets.
• File Accounts Payable (AP) invoices after posting.
• Print AP inbox daily and match invoices to purchase orders (POs).
• Assist with Seacap-related processing as assigned.
• Organize filing in preparation for weekly check runs.
• Tally driver checks in Excel for posting in Seasoft (SS); prepare batches for scanning into M&T system.
• Process and prepare mid-day mail delivery checks.
• Continue filing AP packets after scanning is complete.
• Greet and welcome guests, clients, and vendors; ensure professional and courteous service.
• Answer and route phone calls promptly and professionally; take messages and return missed calls when necessary.
• Open, sort, and distribute incoming mail to the appropriate departments or team members.

OTHER DUTIES MAY INCLUDE BUT ARE NOT LIMITED TO

• Complete special projects as assigned.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience:

• High School Diploma or equivalent.
• One to three years of administrative, clerical, or finance support experience.
• Proficiency in Microsoft Office Suite, especially Excel.
• Excellent organizational and communication skills.

Necessary Knowledge, Skills, and Abilities:

• Ability to learn new software packages, including Seasoft.
• Strong telephone and front-desk skills.
• Reliability, punctuality, and ability to maintain confidentiality.
• Strong attention to detail with a focus on accuracy.
• Ability to work independently and collaboratively in a fast-paced environment.
• Bilingual (English/Spanish) preferred for training support.

Benefits:

J.J. McDonnell offers a comprehensive benefits package, including:

Medical, Prescription, Dental, Vision, and Life Insurance

Voluntary Short-term & Long-term Disability

Employee Assistance Program

401(k) plan

Other employee perks

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• While performing the duties of this job, the employee is regularly required to sit, stand, talk, and hear.
• The employee is frequently required to use hands and fingers to operate office equipment and handle documents.
• The employee must occasionally stoop, kneel, crouch, and walk.
• The employee must be able to lift and/or move up to 20 pounds occasionally.
• Specific vision abilities include close vision, distance vision, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee works primarily indoors in an office environment, with occasional interaction with operations/warehouse staff.
• The noise level in the work environment ranges from quiet to moderate.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment.

The job description does not constitute an employment agreement and is subject to change as business needs and requirements evolve.

Equal Opportunity Employer

J.J. McDonnell is committed to providing a diverse workforce experience. We are an equal opportunity employer, and all applicants will be considered for employment without attention to age, race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, veteran, or disability status. Employment decisions are based on qualifications, merit, and business needs.

We thank all individuals for their interest in J.J. McDonnell; however, only those selected for interviews will be contacted.