Administrative Assistant

Job Description – Administrative Assistant       Department: Accounting

Reports to: Business Manager

Direct Reports: None

Position Overview

The Administrative Assistant is a supportive role within the accounting department. Responsible for answering phones, managing files, accounts payable data entry, and other tasks as assigned to keep the office running smoothly. The support provided by this role directly contributes to Amaranth’s mission, vision, and values. 

Vision

At Amaranth we are driven to nourish the health of our community. We do this through intentional choices, natural and organic goods, and local connections.

Mission

To provide an outstanding experience every day on person at a time.

Values

Amaranth is a values driven organization starting with how we hire right through to how we measure our work and hold our teammates accountable. We wear our values on our sleeves, on our walls and computer backgrounds. They are:

·         We serve others,

·         We are welcoming,

·         We are accountable,

·         We value sustainability,

·         We seek first to understand,

·         We are solution oriented & growth focused. 

Priority Accountabilities

These are the outcomes the team member is accountable for, as outlined in the accountability chart. These outcomes include but are not limited to:

• Accounts Payable: Process vendor invoices in accounting software, ensuring accurate and timely entry and accuracy of accompanying receiving reports. 
• Accounting File Management: Maintain filing systems, both physical and electronic. 
• Administrative Support: Complete administrative support duties as assigned to ensure the smooth operation of the office environment including answering, screening, and directing phone calls, managing general in-person inquiries, maintaining general supplies for the office, and support accounting team members as required. 

Secondary Accountabilities

These accountabilities support the effective completion of the Priority Accountabilities:

• Effective communication, both written and verbal. 
• Accurate accounts payable data entry and file management. 
• Efficient handling other general administrative tasks as assigned. 

Tactical Responsibilities

These are the processes that the team member is responsible for executing:

• Physical and electronic receiving of invoices and accurate entry into accounting software. 
• Prompt follow-up of receiving inaccuracies with in-store teams. 
• Respond to requests for copies of invoices from team members promptly. 
• Provide a friendly and welcoming environment in person and when answering phones. 
• File accounts payable paperwork in a timely and accurate manner and maintain organized paper and electronic files. 
• Handle other general administrative tasks as assigned. 

Qualifications and Attributes:

·   Strong communication skills both written and verbal.

·   Previous administrative experience, within retail industry preferred.

·   Accounts payable date entry experience.

·   Intermediate computer skills, experience using QuickBooks desktop, MS Office and Sharepoint.

·   Exceptional organizational skills, able to prioritize and execute tasks effectively.

·   Interest and basic knowledge in organic and natural foods is highly valued.

·   Product standards and customer service expectations.

 Time Requirements:

• Part-time hourly position averaging 20-30 hours/week. 
• Monday to Friday, 5 to 6 hours per day, primarily afternoons. 
• In office role, not a remote role 
• Entitled to a 30-minute unpaid meal break for shifts longer than 5 consecutive hours. 

Basic Physical Requirements:

     ·    Sit for extended periods and perform computer-based work.

 ·    Walk, bend, twist, and reach overhead and below shoulder level.

 ·    Use of ladders (up to 12 feet), office equipment, and inventory tools.

 ·    Lift items up to 50 lbs. with available support tools. Sit for extended periods of time. 

 ·    Bending, squatting, reaching, and twisting. 

 ·    Use of computers, printers, and telephones. 

 ·    Repetitive use of hands including keyboarding and mouse use. 

 ·    Use mops, brooms, cleaning supplies, carts, pallet jack, computers, and printers. 

 ·   Occasional lifting items up to 25 lbs.  

Incentives:

        ·    Health Spending Account after waiting period served. 

     ·    Workplace Savings Plan after waiting period served. 

     ·   Staff Discount of 30% off all regular priced Amaranth merchandise. 

     ·   Health First Product Discount – 40% off regular prices of all Health First products. 

     ·  Staff Purchase Credit of $3.00 for each shift worked

       (cannot be carried over or accumulated). 

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