Administrative Office/Accounting Specialist

Casella Waste Systems•Old Town, ME

17h

About The Position

The Administrative Office/Accounting Specialist provides professional clerical, accounting and administrative support to the division by providing support to managers, employees, and customers, assisting in daily office needs, and managing the company’s general administrative activities. The incumbent supplies information to callers, maintains files, organizes and maintains schedules and appointments, and generates standard reports. Key Responsibilities Manages daily office workflows such as mail, phone calls and customer inquiries. Monitors office supplies,orders as needed to ensure adequate inventory. General administrative and clerical functions including scanning, filing, faxing, and copying to support the Casella team. Train and understand PC scale system and help cover scale operators during vacation or when needed Establishes good rapport with clients, vendors, auditors, and company personnel to maintain strong relationships. Coordinates the accounts payable, accounts receivable, and customer billing functions for the division by processing customer purchase orders and vouchers in accordance with division policies and procedures. Performs filing of safety records, procedures, and employee personnel records to ensure data is organized and up to date. Prepares reports and accounts entries by compiling documents to analyze accounting activities. Assembles specific reports as requested by management or departments. Communicates with vendors in a professional manner to collect invoices and processes information for accounts payable. Composes and updates regular correspondence such as invitations and informative materials to ensure consistency throughout the division. (Riverfest, Open House, Sugar Shack activities) Assists new hires with onboarding paperwork, benefits enrollment, and other necessary information pertaining to their employment. Assists General Manager and Landfill Controller as needed with any other company task that becomes necessary. Participates in training and other learning opportunities to expand knowledge of the company, products, sales and services and performs any other duties needed to help drive our vision, fulfill our mission, and/or abide by our core values. Career Path Definitions & Distinctions: Administrative Office Specialist I: Has 0-2 years of progressively complex experience in the administrative support field. Demonstrates basic knowledge of Casella’s business products and services and the waste industry. Can effectively manage assigned projects, including filing, mailing, and ordering of supplies. Can effectively take calls from customers, and direct visitors only asking for assistance when needed. Administrative Office Specialist II: Has years 2-4 of progressively complex experience in the administrative support field. Has a solid understanding of Casella’s business products and services and the waste industry. Prepares reports, completes data entry, receives and responds to customer correspondence, and schedules meetings for on site managers. Administrative Office Specialist III: Has 4-6 years of progressively complex experience in the administrative support field. Support managers and other employees by, coordinating mailing, arranging meetings and conference calls, and directing customers to the proper departments. Produce special project reports as needed, support and update databases, run queries, develop database reports, and coordinate mailings. Demonstrates an ability to mentor and train other administrative staff. Has started to build strong relationships with home office and divisional employees at various levels within the organization. Office Manager: 6+ years of progressive leadership experience in the administrative and office management field. Demonstrates highly integrated knowledge and competence in several technical areas of customer service and office management and has built strong relationships with home office and divisional employees at various levels within the organization. Provides training and mentoring to business service staff. Works with Payroll and Human Resources departments to process new hire onboarding paperwork, benefits enrollment, and answer questions pertaining to their employment. Takes on additional responsibilities and asks for additional projects, reviews daily work order reports of others, handles escalations and knows who and when will need to know of the issues, supervises the team when needed. Is extremely reliable and accurate.

Requirements

High School Diploma or equivalent
0-2 years of administrative experience
Demonstrated ability to work as part of a team in a collaborative environment.
Outstanding relationship management skills, excellent listening, communication, customer service and problem solving sills are required.
Demonstrated proficiency with MS Office (Word, PowerPoint, Excel, and Outlook)
Proficiency in administrative and clerical procedures and systems are necessary.
Versatility, flexibility, and willingness to work changing priorities is expected.
Positive, team-oriented individual who is proactive and efficient with strong problem-solving skills and is results-oriented with the ability to see the larger picture while focusing on detailed information.
Outstanding attention to detail, prioritization skills and an ability to accommodate frequent interruptions is essential.

Responsibilities

Manages daily office workflows such as mail, phone calls and customer inquiries.
Monitors office supplies,orders as needed to ensure adequate inventory.
General administrative and clerical functions including scanning, filing, faxing, and copying to support the Casella team.
Train and understand PC scale system and help cover scale operators during vacation or when needed
Establishes good rapport with clients, vendors, auditors, and company personnel to maintain strong relationships.
Coordinates the accounts payable, accounts receivable, and customer billing functions for the division by processing customer purchase orders and vouchers in accordance with division policies and procedures.
Performs filing of safety records, procedures, and employee personnel records to ensure data is organized and up to date.
Prepares reports and accounts entries by compiling documents to analyze accounting activities.
Assembles specific reports as requested by management or departments.
Communicates with vendors in a professional manner to collect invoices and processes information for accounts payable.
Composes and updates regular correspondence such as invitations and informative materials to ensure consistency throughout the division. (Riverfest, Open House, Sugar Shack activities)
Assists new hires with onboarding paperwork, benefits enrollment, and other necessary information pertaining to their employment.
Assists General Manager and Landfill Controller as needed with any other company task that becomes necessary.
Participates in training and other learning opportunities to expand knowledge of the company, products, sales and services and performs any other duties needed to help drive our vision, fulfill our mission, and/or abide by our core values.