Job Title: Office Assistant
Location: Cassville, PA
Company: Precision Tree Service LLC – Utility Line Clearance / Vegetation Management & Excavation
Website: www.precisiontreeservicellc.com
Precision Tree Service, a utility line clearance and vegetation management company, is seeking a reliable Office Assistant to support our operations and ensure smooth day-to-day functioning.
Key Responsibilities
-QuickBooks Desktop Expertise:
Process payroll, accounts payable/receivable, and credit card reconciliation.
Enter transactions, manage bills, generate invoices, and create financial reports.
-Expense Tracking:
Categorize and monitor company expenses, ensuring accurate records for tax preparation and financial planning.
Bank Reconciliation: Reconcile bank accounts and credit card statements monthly to ensure financial records match.
-Budget Management: Assist with tracking and managing budgets for projects or overall company operations.
-Tax Preparation Support: Generate reports and assist with organizing financial documents for quarterly and yearly tax filings.
-Job Costing: Track and assign expenses to specific jobs or projects to monitor profitability and performance.
-Accounts Receivable Follow-Up: Monitor outstanding invoices and follow up with clients for payment, ensuring timely collections.
-1099 Preparation: Maintain vendor records and prepare 1099 forms for contractors annually.
-Financial Reporting: Generate and analyze detailed reports on profit and loss, balance sheets, and cash flow for management review.
-Microsoft Office Proficiency:
Create and maintain professional documents, forms, templates, labels, and spreadsheets (basic Excel knowledge required).
-Technology and Document Management:
Operate office equipment, including computers, printers, and scanners, for document creation and formatting.
Troubleshoot office equipment issues when necessary.
-Compliance and License Management:
Track and maintain expiration dates for licenses, vehicle registrations, insurance coverages, and employee I-9 requirements.
Ensure compliance with continued education credits for certifications such as apportioned registration, IFTA, tree expert, and pesticide licenses.
Request and update insurance coverage changes as needed.
-Fleet and Equipment Tracking:
Maintain records for company vehicles and equipment, including purchases, sales, and updates to the master inventory list.
Organize files, maintenance logs, and ensure compliance.
-Paperwork Management:
Organize and file crew training/safety sheets, gas logs and receipts, time sheets, and IFTA gas logs.
Reconcile weekly gas receipts/logs with gas card statements and submit IFTA quarterly reports via mypath.gov.
Ensure vendors complete and submit W-9 forms for tax purposes.
-Data Entry and Reporting:
Compile and analyze data, including employee hours, gas logs, and equipment usage.
Prepare OSHA logs monthly and ensure accurate annual reporting.
-Applicant Processing:
Review and organize job applications, conduct pre-employment drug screenings, and process I-9 and Social Security verifications.
Submit new hires to the state and coordinate background checks.
Track employee hours to determine health insurance eligibility and process enrollment paperwork.
Driver qualifications; driving records, violations
-System Improvements:
Identify opportunities to improve office processes for efficiency.
Update office manuals, safety policies, and procedure guides as needed.
-Crew Support: Prepare weekly safety lessons and provide administrative support to crew members.
-Communication and Correspondence:
Answer and direct phone calls, emails, and inquiries professionally.
Communicate with vendors and clients regarding invoices, payments, and scheduling.
-Office Maintenance: Maintain cleanliness and organization of the office and bathroom weekly to ensure a welcoming workspace.
Qualifications:
Experience and Skills: Proficiency in QuickBooks Desktop (required).
Prior experience in an administrative or office support role (required).
Experience with payroll processing, including taxes and reports: Federal withholding, Pennsylvania (PA) withholding, Maryland (MD) withholding, PA/MD unemployment, and local taxes.
Basic troubleshooting of internet and office equipment issues.
Strong organizational and multitasking skills.
Ability to work independently and solve problems proactively.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Excellent communication and interpersonal skills.
Personal Attributes: High attention to detail and accuracy in all tasks.
Ability to handle sensitive information, such as payroll and employee records, with professionalism and discretion.
Flexibility to manage multiple tasks and adapt to changing priorities.
Strong initiative in managing deadlines and compliance requirements.
Work Hours: General schedule: 8:00 AM–4:30 PM, 30-40 hours per week depending on workload.
Reliable transportation to the office location is required.
TO APPLY: Send your resume and a brief cover letter- subject line - Office Assistant Application
