Administrative Assistant (Finance)

Job Description

Job Title: Administrative Assistant Date: 07/11/2025

Reports To: General Manager

Summary

Research Tool & Die Works powered by Fairbanks Morse Defense is seeking an Administrative Assistant to join our team. In this role, the selected candidate will be highly motivated, collaborative, detail orientated, assertive as necessary, and friendly in the performance of the Administrative Assistant- Operations role. There will be minimal supervision for this role therefore, the candidate will need to be self-sufficient in seeking solutions to issues raised and questions asked by department personnel. The ideal candidate for this role should enjoy working with people and being the focal point for information. They should also be comfortable with providing support to multiple managers within RTND. There will be an extensive interface with multiple parts of the organization including QC, Finance, Production, Information Technology, and other departments. The candidate selected must possess strong communication, time management, and organizational skills and be able to maintain superior attendance and punctuality.

Principle Duties and Responsibilities

Essential Tasks:

• Obtains daily "Pool of transactions" and all completed Job Cards from production and Shipping
• Reviews job cards and surveys employees scanned documents utilizing a "pool of transactions" report (or reports) and makes any corrections as needed
• Works with other departments to report the number of transactions per day and work through any material allocation issues
• Close completed jobs on the Syspro ERP system
• Set up Outside POs for inventory/parts being sent to suppliers and follow up on the status
• Recordkeeping of outside POs and working with quality control on outside parts which are received to ensure they are up to standards
• End-of-Month Closing Procedures include Filing all job cards, running a below-minimum report to check for any negatives, and auditing inventory on hand to make changes as needed.
• Work with the Controller on various other reports to audit and assure all job statuses are current
• Generate invoices and process customer payments while updating correlating ERP system (Syspro)
• Assist with any customer service requests including, customer discrepancies, credit references, returns, and proof of delivery
• Full AR duties which include, contacting customers for past-due payments via email and phone while providing constant updates to the controller & accountant
• Create spreadsheets to track important customer information and orders.

• Coordinates and/or takes lead responsibility on special projects requiring advanced skills.
• May provide work direction for the clerical group; may review the work of others; may train others.
• Uses business applications software and peripheral equipment (e.g., complex databases, advanced presentation graphics, detailed spreadsheets using original formulas, operates fax machines, copy machines, etc.).
• Other duties assigned by the supervisor

Qualifications and Educational Requirements

• 2-5 years of clerical experience is required.
• High School Diploma or Equivalent
• Proficiency in computer software applications such as ERP systems, knowledge of Syspro is preferred but not required
• Must be able to operate a computer and peripheral equipment for word processing, excel spreadsheet, access database, outlook, teams, and PowerPoint at a proficient level
• Must possess intermediate math skills and be able to operate a calculator.
• Effective oral and written communication skills are required.
• Ability to handle multiple activities/projects and meet deadlines.

Responsibilities and tasks in this document are not exhaustive and may change as determined by the needs of the company

This position includes access or potential access to export-controlled data. Therefore, you will need to qualify as a U.S. Person, which is defined as a U.S. Citizen, a U.S. Permanent Resident, or a political asylee in compliance with International Traffic in Arms Regulations (ITAR) or the Export Administration Regulations (EAR). Acceptable proof of this status includes a US Passport, Permanent Resident Card, US birth Certificate, or Naturalization Certificate. Maintenance, including renewal, of licensing authorization is a condition of employment. Government authorization may be a suitable alternative after review on a case-by-case basis.

This is a full-time 40-hour-per-week position; however, overtime will be scheduled as needed. The standard shift is from 7:00 AM-4:15 PM Monday-Thursday and 7:00 AM-12:00 PM on Friday. Research Tool & Die Works provides an extensive benefits package in which employees can participate, including, but not limited to, medical, dental, and life insurance, paid vacation, 401K with employer contributions, and transportation assistance. This is an outstanding opportunity for someone looking to grow within a great organization!

This specification is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. Ability to competently perform all the essential duties of the position, with or without reasonable accommodation, demonstrated commitment to effective customer service delivery, and the ability to work productively as a member of a team or work group are basic requirements of all positions at Fairbanks Morse Defense.