Position Title: Administrative Assistant
Reports To: Office Manager
Location: 5744J Industry Ln, Frederick, MD 21704
Employment Type: Full-Time
Position Summary
The Administrative Assistant is responsible for supporting the day-to-day operations of the office and providing administrative assistance across multiple areas of the business, including Accounts Payable, Payroll, Human Resources, and General Office Administration. This role serves as a central point of coordination, ensuring efficient office operations, accurate data entry and record keeping, timely processing of financial and employee-related information, and excellent customer service to employees, vendors, and visitors.
Key Responsibilities
Accounts Payable Support
- Data entry and recording of vendor PO’s, invoices, and payments in accounting software.
- Match purchase orders, invoices, and receipts.
- Reconcile vendor statements and resolve discrepancies.
- Maintain accurate accounts payable records and filing systems.
- Assist with month-end reconciliations, reporting, and documentation.
- Communicate with vendors regarding payment inquiries.
- Create and maintain vendors in accounting software.
- Populate credit applications for new accounts.
- Create and maintain GL journal codes in accounting software.
- Assist with monthly credit card receipt collection and statement reconciliation.
Payroll Administration
- Collect, verify, enter, and process employee timesheets.
- Assist with payroll preparation and submission.
- Maintain employee records and payroll reports.
- Ensure confidentiality of payroll information.
- Process employee reimbursements.
- Track vacation, sick leave, and other employee benefits.
- Assist with certified payroll report compilation and submission.
- Assist with 401(k) data entry and submission.
- Assist with CCIP/OCCIP reporting for applicable projects.
Human Resources Support
- Assist with employee onboarding and offboarding processes.
- Maintain employee personnel files and HR records.
- Assist/coordinate benefit enrollment and administration.
- Assist with tracking employee training and compliance documentation.
- Help ensure compliance with company policies and employment regulations.
- Assist with annual review tracking, reporting, and scheduling.
Company Vehicle Tracking
- Track company vehicle mileage, maintenance, etc.
- Handle vehicle registration renewals, VEIP notice distribution, and other related MVA tasks.
- Assist with bi-annual auto insurance renewals.
- Maintain and coordinate gas cards and employee gas PIN numbers.
- Assist with paperwork and coordination of vehicle sales and purchases.
General Business Support
- Assist with apprenticeship program enrollment, recommendation letters, tuition payments, tuition deductions, hour approvals, and tuition reimbursements.
- Complete various employee site access requirements and paperwork.
- Assist with job entry, tracking man hours, and general project knowledge and updates.
- Track and assist with company license renewals for multiple states and jurisdictions.
- Assist with EOY tasks, tax reports, and reconciliations.
Office Administration
- Answer and direct incoming phone calls and emails.
- Greet visitors and provide administrative support.
- Maintain office supplies inventory and place orders as needed.
- Manage incoming and outgoing mail and courier services.
- Maintain filing systems, databases, and office records.
- Schedule meetings and appointments.
- Assist with planning and coordinating company events.
- Assist management with additional requests, projects, and reports.
General Administrative Support
- Prepare correspondence, reports, and spreadsheets.
- Maintain confidential company and employee information.
- Support various departments with administrative tasks as required.
- Identify opportunities to improve office procedures and efficiency.
- Perform other duties as assigned.
Qualifications
Education
- High school diploma required.
Experience
- Office administration experience preferred.
- Experience in a small business or multi-department environment is an asset.
Skills and Competencies
- Strong organizational and multitasking abilities.
- Excellent attention to detail and accuracy.
- Strong verbal and written communication skills.
- Ability to maintain confidentiality and handle sensitive information.
- Proficiency with Microsoft Office (Word and Excel).
- Ability to work independently and prioritize completing tasks.
While previous experience in office administration, accounting, payroll, or human resources is beneficial, we are primarily seeking an individual with strong potential, a positive attitude, and a willingness to learn. We value candidates with the following attributes:
- Eager to learn new skills, take on new responsibilities, and ask thoughtful questions.
- Highly organized and detail oriented.
- Able to learn new software and processes quickly.
- Self-motivated, resourceful, and proactive in solving problems.
- Prioritizes accuracy and thoroughness.
- Dependable, professional, and committed to providing excellent support to the team.
- Willing to contribute wherever needed and adapt to various types of tasks.
- Comfortable supporting multiple departments and managing changing priorities.
We believe that attitude, adaptability, and a strong work ethic are just as important as previous
experience, and we encourage motivated candidates who are looking to grow their careers to apply.
Physical Requirements
- Ability to sit, stand, and work at a computer for extended periods.
- Ability to occasionally lift up to 45 pounds.
Compensation & Benefits
- Competitive salary based on experience.
- Health and dental benefits (available after 90-day probationary period).
- Paid vacation, sick days, and holidays.
- Retirement plan options (available after 90-day probationary period).
Equal Opportunity Employer Statement
Commercial Energy Systems, Inc. is an Equal Opportunity Employer and is committed to creating an inclusive workplace for all employees.
Pay: $22.00 - $32.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
