DataVault, Inc. - Careers: Administrative Assistant / Bookkeeper

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Accepting Applications for:

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Administrative Assistant / Bookkeeper
Marketing Assistant

Administrative Assistant / Bookkeeper

GENERAL SUMMARY OF POSITION:

Under the general supervision of the executive management, this position coordinates and performs a variety of confidential and varied administrative and secretarial duties. This position also involves handling financial matters pertaining to corporate financial record keeping.

MAJOR RESPONSIBILITIES:

Coordinate and perform complex and varied administrative and secretarial tasks requiring independent action and the setting of priorities and procedures.
Personal assistant to the Executive President and to the Vice President.
Set appointments, keep and confirm schedules, perform many and various secretarial functions.
Prepare correspondence, memoranda, presentations, notes or reports. Type letters and correspondence.
Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display.
Answer telephones and screen calls. Take messages, route calls, provide information and respond to questions.
Accept and process customer orders. Correspond with clients through telephone and email.
Ship and receive packages.
Greet visitors and provide information as required.
Maintain the appointment calendar. Schedule or arrange for training classes, workshops & seminars, conferences, meetings, interviews, appointments, or similar activities.
Record, prepare, and distribute minutes of meetings.
Arrange travel logistics and coordinate schedules. Completes / submits travel advance and authorization forms. Submit voucher forms with appropriate receipts and information for reimbursement. Maintain travel records. Works with clients to arrange travel.
Communicate with vendors and clients on a variety of matters.
Review, sort, and file a variety of material. Set up and maintain filing system.
Order and maintain office and other department supplies. Process and track requisitions.
Open, review, and distribute incoming mail. Identify priority mail and route accordingly. Answer routine correspondence.
Assist with the maintenance of the paper and electronic filing system.
Scan accounting files into company’s document management system.
Handle the insurance needs of the company; health and general liability
Use QuickBooks to enter all data relating to financial matters of the corporation.
Process accounts payable and record payments in QuickBooks.
Create invoices, collect payments and record information in QuickBooks.
Handle financial matters of the corporation as requested.
Keep databases updated and accurate.
Use training management program to add and remove users.
Keep main office areas organized and tidy.
Manage kitchen and bathroom supplies, keep tidy and prepare coffee, tea, etc.
Run errands; bank, mail, etc.
Perform other duties as required.

MINIMUM EDUCATION AND TRAINING:

Associates Degree in business, accounting or related field and 5 years of office experience, or equivalent
Proficient in Microsoft Office products, Word, Excel, PowerPoint, and Outlook
Proficient in QuickBooks preferred
Organizational and interpersonal skills with the oral and written communication skills necessary to interact with all levels of personnel, vendors and clients effectively
Ability to prioritize and problem solve
Ability to work independently

Additional Info:

Bilingual (English and Spanish) preferred.
Professional attitude
Excellent telephone and customer service skills a must
High level organizational skills preferred
Own car required
May travel

Location: 590 Main Street (Route 20) Fiskdale, MA
Hours: Full-time, Monday – Friday, 8:00 am to 5:00 PM, One-hour lunch
Salary: $12 - $15 hourly, based on experience
Benefits: Health Insurance, 50% premiums Simple IRA after a certain time period
Start Date: July 1, 2008
Call for more information: 1 (508) 347-2600

Send Resume and cover letter to:

By Mail:
April Aulick
President / CEO
DataVault, Inc.
P.O. Box 715
Fiskdale, MA

Email: jobs@datavault.com

Walk-in to fill out an application:
590 Main Street (Route 20)
Fiskdale, MA

Directions:

From Mass Pike / Route 20 East / Rte. 84
Exit to Route 20 West. Head West on Route 20, pass Old Sturbridge Village, pass Yankee Candle and Yankee Peddlar, pass Dunkin Donuts and the Post Office, pass Old Country Inn and then watch for red brick buildings on either side of the road. Slow down and turn right on Church Street and immediately turn right into parking lot. We are in a red building on the corner of Church St and Main St. The sign for St. Anne’s Shrine is in our front yard.

From Route 20 West / Rte. 148
Head East on Route 20, cross Rte. 148, or take a left on to route 20 from Rte. 148. Immediately watch for Church St on left. We are in a red building on the corner of Church St and Main St. The sign for St. Anne’s Shrine is in our front yard.