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PT Office Manager/Accounts Payable Support

Rochester, NY

Job Title:        Office Manager & Accounts Payable Support
Reports To:    Plant Controller
FLSA:            Hourly, Non-Exempt, Part-time (20 hours per week)
Pay Band:      Non-Exempt 1

Summary: Provide administrative support to office and coordinate day-to-day office activities.  Support the Accounting Assistant in processing vendor invoices in asset management system (Maximo).  Back up the Plant Accountant in vendor invoice processing and vendor payments.

Essential Duties and Responsibilities

Office Manager:

  • Act as a liaison with vendors to resolve office copier maintenance issues
  • Cell phone plan maintenance, phone maintenance (upgrades/transfers/accessories/customer support), analysis
  • Maintain company phone list
  • Order office and kitchen supplies
  • Act as a liaison with Kodak security to obtain visitor and drive-in passes
  • Sort and distribute mail daily and coordinate shipping of Fed Ex/UPS packages for the office personnel
  • Coordinate with cleaning service, maintain cleanliness of kitchen, conference room, and office common areas
  • Leads the planning and execution of two annual company gatherings (Summer Picnic & Winter Awards Banquet)
  • Organize programs, events, meetings, or conferences by arranging facilities and caterers, hotel accommodations, issuing information or invitations, coordinating speakers, and controlling event budgets
  • Charity/donation planning and execution
  • Ordering of company apparel
  • Prepare new hire binders and support HR mailings
  • Notarize corporate documents
  • Maintain confidentiality of all corporate, personnel and research matters
  • Perform other miscellaneous office management/clerical duties as assigned

 

Accounts Payable Support:

  • Support and back up monthly accrual calculation for utilities and invoicing/receiving
  • Backup accounts payable (Microsoft Dynamics Great Plains)
  • Share management of A/P e-mail box and US mail invoices, matching receiving paperwork to invoices with the Accounting Assistant
  • Work with suppliers and vendors to get correct invoices
  • Input 30% of invoices into asset management system (Maximo)

 

Qualifications:

  • 5+ years’ experience in an assistant, administrative or office manager role
  • Ability to prioritize and plan work activities and use time efficiently
  • Excellent problem solving skills.
  • Maintains confidentiality
  • Reliable job attendance during position office hours (10am-2pm M-F)
  • Ability to take initiative and determine path forward using suggestions from team if necessary
  • Excellent oral and written communication in English
  • Demonstrate accuracy and thoroughness, and monitor own work to ensure quality
  • Ability to adapt to changes in the work environment, manage competing demands and deal with frequent change, delays or unexpected events
  • Ability to work in a collaborative and constructive manner with all employees to preserve a productive office work environment
  • Proficient in Microsoft Office

 

Competencies

  • Excellent English communication skills
  • Ability to work independently
  • Ability to work within a team
  • Intermediate to Advanced Excel Skills Mandatory

Education and/or Experience:  Associates Degree or equivalent combination of education and experience, Notary Public

 Work Environment: Office

Physical Demands:

  • Ability to lift up to 20 pounds
  • Ability to sit 8 hours per day
  • Able to operate computer keyboard, printers and copiers
  • Visual and hearing ability.
  • Able to move between buildings in the Eastman Business Park
  • Must have a valid driver’s license