Administrative Assistant

Job Title: Administrative Assistant, Accounting

Location: San Diego, CA 92101 (Downtown, onsite 100%)

Schedule: Monday – Friday

Duration: Until mid-January 2027, based on performance and business need.

Pay: $19.00 – 24.00 per hour (Depending on experience)

Positions Summary:

Administrative Assistant, Accounting

Job Summary

We are seeking an organized and detail-oriented Administrative Assistant to provide administrative support and assist with a variety of departmental activities, especially around invoicing, billing, and tracking vis Microsoft excel. This position will be responsible for researching and organizing information, understanding and interpreting billing statements, performing invoices, preparing reports and materials, maintaining records, reviewing documents for completeness, and coordinating with and responding to internal departments and outside agencies and clients.

The ideal candidate will have experience performing invoicing, understanding billing statements, doing mathematical computations, using Microsoft Excel for tracking, strong organizational and communication skills, attention to detail, and the ability to manage multiple priorities while exercising sound judgment and discretion.

Key Responsibilities

• Perform invoicing
• Review, interpret, and understand billing statements
• Perform basic mathematical computations
• Utilize Microsoft Excel for tracking and reporting
• Respond to clients utilizing excellent customer service skills
• Organize and carry out administrative assignments, including researching, compiling, and organizing information and data from various sources.
• Prepare and assemble reports, manuals, articles, announcements, and other informational materials.
• Prepare and process a variety of reports, forms, and records, including payment requests, purchase orders, invoices, requests for proposals, bid packages, contracts and agreements, legal documents, hearing notices, draft resolutions, and other related materials.
• Develop and maintain filing, indexing, tracking, and record-keeping systems.
• Research records within assigned areas of responsibility and provide reports and follow-up information in response to customer and staff inquiries.
• Verify and review forms and reports for completeness and compliance with established regulations and procedures.
• Apply departmental and program policies and procedures when determining the completeness of applications, records, and files.
• Coordinate and integrate department services and activities with other departments and outside agencies.
• Operate standard office equipment and computer systems.
• Perform accurate mathematical, financial, and statistical calculations.
• Enter and retrieve data from computer systems with speed and accuracy.
• Organize and prioritize multiple projects and tasks, manage deadlines, and maintain an effective workflow.
• Communicate effectively with staff, customers, vendors, contractors, and members of the public.
• Perform other duties as assigned.

Required Knowledge & Skills

• Experience performing invoicing and understanding billing statements
• Experience using Microsoft Excel
• Knowledge of applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to the assigned area of responsibility.
• Knowledge of business letter writing and standard formats for reports and correspondence.
• Understanding of data collection and report preparation practices.
• Proficiency with computer applications, including word processing, database, and spreadsheet applications.
• Knowledge of business mathematics and basic statistical techniques.
• Knowledge of record-keeping principles and procedures.
• Strong command of English grammar, spelling, vocabulary, and punctuation.
• Strong customer service skills and the ability to effectively interact with the public, vendors, contractors, and staff.

Qualifications & Abilities

• Ability to perform administrative and secretarial support work accurately and efficiently while exercising tact and discretion.
• Ability to interpret, apply, and explain administrative and departmental policies and procedures.
• Ability to understand the organization and operations of the department and outside agencies as needed to perform assigned responsibilities.
• Ability to effectively prioritize multiple phone calls, requests, projects, and other work.
• Ability to independently compose correspondence and reports or prepare them from brief instructions.
• Ability to make accurate mathematical, financial, and statistical computations.
• Ability to enter and retrieve computer data with sufficient speed and accuracy.
• Ability to establish and maintain organized filing, record-keeping, and tracking systems.
• Ability to organize and prioritize multiple projects and tasks, meet critical deadlines, and manage assigned work effectively.
• Ability to operate modern office equipment and specialized software applications.
• Ability to communicate effectively in person, over the telephone, and in writing.
• Ability to exercise tact, initiative, prudence, and independent judgment within established policy, procedural, and legal guidelines.
• Ability to establish and maintain positive and harmonious working relationships with colleagues, customers, vendors, and other individuals encountered in the course of work.

Education & Experience

• 6 months + of experience performing invoicing and understanding billing statements
• Experience using Microsoft Excel
• High school diploma or equivalent.
• Two years of increasingly responsible office administrative or secretarial experience.
• Additional specialized secretarial or clerical training is desirable.