Administrative Assistant

Job Description

The candidate will be responsible for the daily operation of the Accounting Services office, encompassing a wide variety of administrative support tasks.

Duties include, but not limited to:

• Use SAP to enter weekly/hourly time reports, staff vacation reports, ship order requests, enter and track purchases via SRM, and respond to various purchasing related inquiries, and utilize LLBIS to verify data associated with cost objects, purchases and other changes.
• Provide financial administrative support to Tech Comm, Knowledge Services, and Property as needed.
• Prepare and process a variety of Laboratory administrative web-based forms, answer telephones, maintain electronic calendars, order group office supplies, sort area mail, and compose correspondence.
• P-Card holder/buyer for F$D.
• Audit request coordinator.  Responsible for logging in all audit request, assign them a tracking number, and then forwarding them to the appropriate staff member for completing the request.
• Processing various month end journal vouchers inputs for Security, Division 8, Division 9 and ISD (quarterly).
• Support Accounts Payable with distribution of Problem Letters and TC letters.
• Logging and coordinating check request, petty cash requests and all R&R requests.
• Complete quarterly Foreign Vendor Report (BE-125) for MIT Campus.
• Maintain and create databases, coordinate travel arrangements (which include processing expense reports and sending security clearances), handle classified material and maintain office files.
• Set up and coordinate arrangements for internal and external meetings.
• Interact regularly with Laboratory, MIT, Government and other personnel and provide guidance to group members in relation to MIT Lincoln Laboratory policies & Procedures (purchasing requirements, etc.) in order to facilitate/ensure compliance.
• Will respond to requests for the Finance Department as needed.

Requirements

• High School graduate or equivalent with 5 years of directly related administrative experience required. Post high-school education will count toward experience.
• High Proficiency in SAP, Microsoft Office, Microsoft Outlook, and excellent general computer skills are desired.
• Must possess strong administrative support skills and be able to interact with all levels of Laboratory personnel as well as external personnel, show considerable initiative and be able to perform tasks with minimal supervision in a fast paced environment.
• The ability to prioritize, handle multiple concurrent tasks, along with a demonstrated record of success working as part of a team, is required.
• Must be able to demonstrate effective written and oral communication skills, and be able to demonstrate inter personal skills, organizational skills; appropriate judgment and a conscious approach to work are necessary.