Job description
Come be an integral part of our team and our member's experience. We're looking for a part-time Accounts Receivable and Office Support Associate to assist with administrative and AR functions, vendor relations, data entry, and order fulfillment. Located in downtown Chicago, we offer a flexible, hybrid environment that will help you to further develop the skills essential for career advancement: task management, bookkeeping, order fulfillment, and customer service. Our small office means there's opportunity to touch many projects as a member of a strong, collaborative team.
Operations
- Distribute incoming mail; stamp & mail outgoing mail and all other shipping requirements.
- Maintain all general use office equipment.
- In collaboration with Director, Marketing and Communications, maintain inventory of PTDA collateral materials (e.g., letterhead, envelopes).
- Maintain inventory of regularly used office supplies and assist in purchasing supplies for special purposes (e.g., registration materials, paper for marketing mailings, order fulfillment).
- Act as liaison with office of the building.
- Enforce records retention policies including the annual update of office policies and procedures.
- Track and report employee paid time off and paid sick leave.
- Coordinate the purchase, installation and maintenance of IT hardware including individual workstations and laptops.
Accounts Receivable
- Process all payments made via check or credit card and ACH.
- Deposit checks received for PTDA and the PTDA Foundation.
- Balance daily batches.
- Assist in development of reports for annual audit.
- Conduct collection efforts for outstanding receivables including membership dues.
- Request and maintain files of W9s. Create 1099 and 1096 forms.
Meetings & Conference Registrations
- Process and proof registrations, sponsorships and exhibit registrations (e.g., MD-IDEX).
- Follow-up with registrants as necessary on missing or conflicting information.
Order Fulfillment
- Process all orders.
- Fulfill and prepare orders for shipping via most effective method.
- Order inventory of products from outside vendors and track inventory on items ordered.
- Copy and assemble print-on-demand resources.
- Produce monthly and year-end inventory reports.
Ancillary
- Perform other tasks as assigned as a member of the PTDA staff team.
- Assist in the coordination of mailings as requested by project managers (excluding those coordinated through a mail house).
What You’ll Need
The ideal candidate must have:
- Must reside in Chicagoland area.
- A high school diploma; some post-secondary or certificate education is a plus.
- Two to four years of relevant work experience in an office environment with an emphasis on accounts receivable; above-average knowledge of Excel.
- Proven ability to work independently and within a team environment.
- Exceptional organizational skills; thrive in a multi-tasking environment.
- Attention to detail and a deadline-driven work ethic.
- Superior customer service skills for both internal and external customers.
- Strong verbal and written communication skills.
- High level of accuracy in data entry.
- Proficiency in MS Office Suite (Excel, Outlook, Word, PowerPoint; Access is a plus).
- Curiosity, resourcefulness, and a desire to succeed.
What We Offer
As a small organization, there is opportunity for you to get involved in every area of the association and see the impact of your work. This 20-hour/week hybrid position offers you flexibility in your work schedule while providing a competitive wage and a 401(k) plan with company matching.
Physical setting:
Schedule:
Education:
- High school or equivalent (Required)
Experience:
- Administrative: 2 years (Required)
- Accounts Receivable: 2 years (Required)
Job Type: Part-time
Pay: $20.00 - $25.00 per hour
Expected hours: 20 per week
Benefits:
Experience level:
Physical setting:
Work Location: Hybrid remote in Chicago, IL 60606