Find & Apply For Office / Administrative Assistant Jobs in Checotah, Oklahoma

Overview The Administrative Assistant provides routine bookkeeping, financial recordkeeping, payroll support, vendor administration, and general administrative support for Fountainhead Creek Golf Course, LLC. Under the direction of the General Manager, this position processes financial records and transactions, maintains supporting documentation, assists with accounts payable and receivable activities, maintains vendor and employee records, and performs routine functions within QuickBooks Online. This position requires accuracy, confidentiality, organization, and the ability to maintain complete and reliable business records while operating within established Company policies and approval procedures. Responsibilities & Duties 1. Perform routine bookkeeping and financial recordkeeping activities utilizing QuickBooks Online and other Company systems. 2. Enter and maintain bills, invoices, payments, deposits, receipts, credits, and other financial transactions in accordance with established procedures. 3. Prepare bank deposits and supporting documentation and deliver approved deposits to the Company's financial institution as assigned. 4. Receive, review, organize, and maintain supporting documentation for accounts payable transactions, including invoices, purchase orders, receipts, approvals, and related records. 5. Assist with processing approved vendor payments and maintain documentation supporting payment transactions. 6. Maintain vendor records and assist with collection and organization of required vendor documentation, including W-9 forms, payment information, and other required records. 7. Assist with customer invoicing, accounts receivable records, payment tracking, and recording of customer payments as assigned. 8. Maintain organized electronic and physical financial records in accordance with Company recordkeeping procedures. 9. Assist with routine bank and credit card transaction entry, documentation, and preparation of records for reconciliation. 10. Identify missing documentation, transaction discrepancies, duplicate entries, or other recordkeeping concerns and report them to the General Manager. 11. Assist with payroll processing by maintaining employee payroll information, reviewing time records, entering approved payroll information, and supporting routine payroll administration. 12. Maintain employee payroll and personnel records, including approved employment documentation, payroll changes, leave records, and other assigned employee records. 13. Maintain confidentiality of employee, payroll, banking, vendor, financial, and other sensitive Company information. 14. Assist with preparation and organization of financial information and supporting documentation requested by the General Manager, contracted accounting professionals, auditors, Board of Directors, or other authorized parties. 15. Assist with routine financial reporting by gathering, organizing, and maintaining accurate source documentation and accounting records. 16. Communicate with vendors regarding invoices, payment documentation, account statements, and routine account inquiries as directed. 17. Assist with general administrative functions including filing, document preparation, scanning, copying, data entry, correspondence, and maintenance of business records. 18. Follow established purchasing, payment, payroll, financial control, and approval procedures and ensure transactions are not processed without required supporting documentation and authorization. 19. Maintain accuracy and attention to detail when entering, reviewing, organizing, and processing financial and administrative records. 20. Report financial discrepancies, unusual transactions, missing documentation, payroll concerns, or potential internal control issues to the General Manager. Perform other duties as assigned in support of the administrative and financial operations of Fountainhead Creek Golf Course, LLC.

Minimum Qualifications Education :

High School Diploma or GED required.

Experience :

Previous experience in bookkeeping, financial recordkeeping, accounts payable, payroll, administrative support, or related office work.

Skills :

Basic computer and office technology skills; ability to accurately perform data entry and basic mathematical calculations; ability to organize and maintain detailed electronic and physical records; and ability to handle confidential financial, payroll, personnel, banking, and vendor information.

Preferred Qualifications Education :

Associate degree in Accounting, Business Administration, Finance, Office Administration, or a related field.

Experience :

One (1) year of bookkeeping, accounts payable, payroll, financial recordkeeping, or related administrative experience.

Skills :

Experience using QuickBooks Online or similar accounting software; experience processing invoices, vendor payments, payroll records, or other financial transactions; and familiarity with small business financial and administrative operations.

Native Preference:

Muscogee Creek or Native Preferred Must have Valid Drivers License Join us in this vibrant role where your organizational talents will shine! We value proactive individuals who thrive on multitasking and delivering exceptional support that keeps our office running seamlessly. This paid opportunity is perfect for those eager to grow their administrative career within a supportive team environment!

Pay:

From $13.00 per hour

Work Location:

In person