Administrative Assistant - Certified Payroll

Penhall Company is accepting applications for a full-time in-office Construction Office Administrative Assistant to work in a fast-paced office with various responsibilities emphasizing Certified Payroll .

The successful candidate will have experience in a similar setting and multiple responsibilities.

Penhall, a trusted name in the concrete services industry since 1957, is the largest U.S. supplier of concrete services.

Our expertise spans across 43 locations in 21 states & Canada. Join our team and be part of our continued success.

Penhall Company Offers :

• A full-time career opportunity & competitive wages
• Affordable Medical, dental, vision & life insurance
• Vacation, holiday & sick pay
• 401K retirement

Job Description

The Administrative Assistant is responsible for processing branch administrative activities related to Certified Payroll in California.

The Admin should have proven experience with an ERP Software.

The Admin should be analytical, results-driven, innovative, proficient in problem-solving, highly skilled at establishing effective working relationships with cross-functional teams, and focused on continuous improvement and automation of financial processes.

Responsibilities

• Weekly processing of Certified Payroll (California)
• Daily processing of Union Employee Payroll entry
• Accurately review, code, and process timecards for manager approval.
• EDD Partials
• Perform the day-to-day functions of data entry associated with CRM software.
• Address and respond to vendor inquiries
• Assist with updating employee information
• Assist with Union Correspondence
• Participate in the weekly / monthly general ledger close process
• Verify vendor accounts by reconciling monthly statements and related transactions
• Assist with audit support as necessary
• Follow established policies and procedures for GL and AP; assess current processes and make recommendations for improvements
• Provide support for other departments, branches, and other internal and external stakeholders
• Collects POs, invoices, and accounting functions
• Set up accounts with new vendors as required
• Resolve invoice discrepancies, correspond with vendors, and respond to inquiries
• Processes requests to complete vendor master set-up and updates
• Maintain and file vendor files appropriately
• Ensure invoice copies are sent to Corporate AP, contracts, and equipment files

Requirements :

• Knowledge of processing California Certified Payroll is a must
• Payroll experience a plus
• 2+ years of accounts payable experience
• High School diploma / associate degree, preferred
• Proficient Microsoft Office knowledge and skills
• Excellent verbal and written communication abilities across all levels of an organization
• Strong organizational, time management, and analytical skills
• Ability to work independently and as part of a group
• Proven ability to handle multiple projects simultaneously and prioritize tasks
• High degree of attention to detail
• Familiarity with purchase order processes
• Maintains a positive, can-do attitude and approach to work
• High comfort level, working at a fast pace
• Excellent recordkeeping and documentation skills
• Viewpoint Vista accounting system knowledge, a plus
• Accounting or equivalent experience
• Some experience in an accounting department with basic knowledge of AP and understanding of credit, debit, account reconciliation, etc.
• Detail oriented
• Computer skills in Outlook, Word, and Excel, and the ability to learn new platforms as needed.
• Strong communication skills, both oral and written
• A high sense of urgency, strong initiative, and the ability to multi-task
• The ability to take ownership of your function but also to be a contributing member of a team
• The ability to adapt to a changing environment and the willingness to cross-train in other accounting functions as needed to help cover the department

Qualifications : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements below represent knowledge, skill, and / or ability. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Other Requirements :

• Pass a required pre-employment drug screen & random
• Pass a pre-employment background record & periodical checks
• Must possess a valid driver's license and have good driving
• Required to adhere to all safety rules and regulations

Penhall Company is an Equal Opportunity Employer. Penhall Company encourages qualified females, minorities, veterans, disabled persons to apply.