Business Office Assistant

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CABVI is seeking a Business Office Assistant to assist in all areas between sales and services and the Business Office including but not limited to invoicing, customer service and billing updates. Assist the Business Office Manager with daily office flow and functionality. Provide backup to the Accounts Payable / Receivable teams with multiple tasks including filing, receiving mail, coding and entering receivables and cash flows for payment or receipts, as needed. Responsible for performing job duties in a professional and timely manner.

 

KEY JOB ELEMENTS

  • Provide assistance to the Business Office Manager in managing the ongoings of the office by coordinating schedules, requesting facility work orders, ensuring the office has supplies and resources necessary, and greeting and directing visitors as needed.
  • Place office supply orders through ClickOn and follow up on any delayed orders, as needed.
  • Open, review and distribute daily business office mail.
  • Deliver agency mail to local post office daily, or as needed.
  • Maintain and perform monthly reconciliations of the petty cash in the office. Perform quarterly unannounced audits of the other petty cash drawers outside of the Business Office.
  • Update spreadsheets for the operating checking accounts for receipts and withdrawals daily.
  • Provide manual payment information to appropriate employees and research miscellaneous debits and credits on daily bank report.
  • Update Base Supply Store spreadsheets with deposit information and enter all month end data.
  • Enter all deposits including ACH’s and miscellaneous cash receipts into software.
  • Complete check scans for deposits to NBT checking account. Deliver deposits to bank and wire transfers to bank when needed.
  • Update spreadsheets for daily credit card payments and card processing fees.
  • Complete miscellaneous and recurring billing including service contract invoices, monthly children’s invoices, NYS vouchers, Early Intervention and OT Services.
  • Look up and code all insurance remittances. Enter cash flows and credits for differences as needed.
  • Follow-up on and review discrepancies with Low Vision medical billing agency.
  • Serve as a backup for accounts receivable, cash receipts and any other billing. Provide support to accounts payable as needed.
  • Assist and support all accountants, Controller, CFO and other staff as needed.
  • Assist with audits by maintaining, retaining, gathering and organizing pertinent financial documentation.
  • Effectively communicate with employees and maintain a positive working relationship when addressing problems and coming up with solutions. Work as part of the team to improve processes, efficiencies, communication, and promote resolutions so the agency can pursue its mission.
  • Adapt to change and complete all other duties as assigned by supervisor.
  • Consistently achieves annual performance objectives..

 

COMMUNICATION SKILLS

Must have excellent listening skills and the ability to effectively respond to a variety of customer service demands. Must be able to accurately take messages, complete all required documentation and effectively articulate and communicate clearly and calmly during stressful situations. Must have excellent professional customer relations skills and be able to write business correspondences timely while addressing all needs.

COMPUTER/TECHNICAL SKILLS

Must have excellent typing and data entry skills and experience with spreadsheets and word processing. Must be willing to learn new technologies such as Microsoft Office Suite and have good security practices for sensitive information.

PHYSICAL DEMANDS

90% of job requires sitting.  Routinely required to talk and hear.  Occasionally required to stand and walk.  Frequently required to reach with hands and arms.  Reasonable accommodations may be made to enable individuals with disabilities to perform key job elements.

WORK ENVIRONMENT

In-house position. Noise level is moderate

EDUCATION and/or EXPERIENCE

Minimum of associate’s degree in business administration or accounting required. Minimum of five years of office experience and three years of accounting or accounts receivable experience required.

 

PAY

23-25$/hour

 

CABVI is an equal opportunity employer and does not discriminate on the basis of any legally protected status or characteristic. Protected veterans and individuals with disabilities are encouraged to apply.