Administrative Assistant / Accounts Receivable

CHESS is a small, women-owned consulting business, providing workplace health, safety and environmental consulting, especially to small and medium sized companies. We are looking for a detail-oriented individual who wants a long-term position to help us run our office and operations smoothly.

Position overview: This person will support our technical staff with day to day operations – scheduling and coordinating, preparing documents, tracking projects and work flow, bookkeeping, managing data, and assisting with any other tasks needed to help us provide the services our clients need, from training to submission of environmental reports, and that we need to keep the business operating smoothly.

Key Responsibilities:

• Invoicing
• Using QuickBooks, prepare invoices and statements. Keep track of amount to bill each client and when contracts are due for renewal.
• Client communications and document preparation.
• Transcribe dictation. Format, proof, and send communications to clients (reports, letters, newsletters, safety committee minutes, etc.). Draft communications such as safety committee agendas or proposals. Follow up as needed.
• Marketing
• Prepare newsletters (formatting and sending), post articles and information on company website).
• Other tasks as assigned.

This could include: formatting and printing materials and documents, time tracking, ordering staff lunches, assist with annual reporting, scanning, redacting documents, ….

The ideal person

• QuickBooks Savvy: You know your way around an invoice and understand basic AR principles.
• The "Editor’s Eye": You have an uncanny ability to spot a typo from a mile away and a knack for formatting documents so they look professional and clean.
• Tech-Fluent: You’re comfortable with CMS platforms (like WordPress, Constant Contact) and email marketing tools.
• Reliability: You understand that in a small firm, your role is vital. You take ownership of your deadlines.
• Versatile: You are happy with a variety of tasks in a typical work day. Can pivot, able to jump from one project to another as needs demand, and then go back and finish up the first projects.
• Self-starter and good communicator: will do tasks without always being directed to; but also communicates well about what they are doing.
• Is very organized, able to keep track of multiple projects for different people and different clients. We need someone able to prioritize and manage multiple and varied projects independently, with general instructions.
• Is collaborative, able to work closely with the others in our office
• Is comfortable with both email and phone communications.

Education & Experience

• Minimum 3-5 years of administrative support, with demonstrated increasing responsibilities
• High school diploma or equivalent, Bachelor’s degree a plus.
• Some science background is helpful but not essential

What working at CHESS is like:

We provide safety and health consulting services to a wide range of companies – automotive repair, government entities, manufacturers and others. We develop their safety and health programs, provide training, take care of environmental permitting and reporting, and keep them apprised of any issues of concern. This position is needed to keep our work flowing smoothly. We offer a congenial work environment with lots of flexibility – while we need you to be present and to get the work done, we don’t have an issue if you need to be off for a school conference or to take a pet to the vet.

Protecting people and the environment is extremely important to us. Providing our clients with customized, high quality, accurate work is important. Getting things right is important – and to that end, we support professional development and encourage learning.

Benefits include:

401K, Employer paid health insurance and health savings account with significant employer contribution, professional development, Education reimbursement, Short-term and long-term disability, paid time off (flexible holidays and vacation), Life insurance, monthly employee lunches.

Pay scale:$20-$30 per hour with benefits, with bonus opportunities

Hours: 15-25 hours per week. This is not a remote position

Send resume and short cover letter to: hiring@chess-safety.com

Pay: $20.00 - $30.00 per hour

Expected hours: No more than 25.0 per week

Benefits:

• 401(k)
• Health insurance
• Health savings account
• Life insurance
• Paid time off

Work Location: In person