SUMMARY

Provide administrative support to a department and/or Manager.

Duties include general clerical, receptionist and project based work.

Project a professional company image through in-person and phone interaction.

Performs routine and repetitive clerical accounting and bookkeeping duties following established procedures to accomplish duties. Advice and assistance are readily available and difficult or unusual problems are usually referred to supervisor.

Performs a variety of clerical accounting and bookkeeping duties requiring a working knowledge of assigned accounting functions, accuracy and attention to detail. Incumbents work within established procedures but with relative independence in carrying out duties under limited supervision. Detailed instructions are provided for difficult or unusual assignments.

PRIMARY RESPONSIBILITIES

Answer telephones and transfer to appropriate staff member.

Meet and greet clients and visitors.

Create and modify documents using Microsoft Office.

Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.

Maintain hard copy and electronic filing system.

Sign for and distribute UPS/Fed Ex/etc packages.

Research, price, and purchase office furniture and supplies.

Coordinate and maintain records for staff office space, phones, parking, company credit cards and office keys.

Setup and coordinate meetings and conferences.

Maintain and distribute staff weekly schedules.

Collect and maintain PC inventory.

Support staff in assigned project based work.

Other duties as assigned.

Maintains and makes necessary adjustments to various records and/or logs such as journals, payroll/ time reports, or property records.

Verifies amounts and codes on various forms for accuracy.

Sorts documents and posts debits/credits to proper account. Balances entries and makes necessary corrections.

Verifies statement items and totals with department records.

Reconciles simple bank statements or department records.

Answers inquiries regarding work being performed.

Prepares forms or encodes materials for data input.

Prepares or checks invoices, requisitions and other documents for processing; encodes and obtains approval when necessary.

Compiles routine numerical information for report purposes by hand or by running routine recurring reports on internal computer records.

Perform clerical duties such as sorting mail, filing and typing, operates variety of general office equipment.

Prepares and verifies amounts and codes for various standard accounting entries, data input, or other forms; encodes and obtains necessary approvals for processing.

Sorts documents and posts debits/credits to proper accounts; balances and reconciles department records with university accounting system; makes necessary corrections.

Reviews computer reports to identify and trace sources of error and makes necessary corrections; performs research to locate accounting or computer input errors.

Performs verification and reconciliation activities for assigned accounts of a complex nature.

Maintains a variety of records pertinent to work unit such as records of cash receipts, cash deposits, property control records, accounts payable or accounts receivable; identifies accounts affected and debit and credit entries necessary.

Verifies billing statements and prepares for authorization.

Independently responds to or initiates correspondence regarding matters pertaining to assigned function.

Contacts various department personnel to resolve discrepancies or problems; answers inquiries regarding work being performed.

Compiles numerical and statistical information for report purposes or simple financial statements; runs a variety of reports from computer records; makes and checks relatively complex numerical and statistical calculations.

Provides assistance and training to other workers. If necessary.

May perform various clerical duties related to work unit.

ADDITIONAL RESPONSIBILITIES

Provide office orientation for new employees.

Setup accommodation and entertainment arrangements for company visitors.

KNOWLEDGE AND SKILL REQUIREMENTS

Graduation from high school and three years of experience in bookkeeping or field related to clerical accounting; college level training in bookkeeping or accounting is desirable; or any equivalent combination of education and experience which would provide the following knowledge, skills, abilities: Considerable knowledge of bookkeeping practices, techniques, and terminology.

Knowledge of bookkeeping practices and principles.

Skill in maintaining accounting or bookkeeping records.

Skill in both verbal and written communication.

Knowledge of budgetary principles.

Considerable knowledge of basic accounting principles and practices.

Considerable knowledge of standard office procedures, practices, and equipment.

Ability to maintain complex financial records and to prepare financial reports accurately.

Ability to understand and follow complex oral and written instructions.

Ability to communicate effectively, both orally and in writing. Ability to establish and maintain effective working relationships with other employees and the general public; and work tactfully and courteously with the public and with other employees.

Ability to operate a calculator, computer, and other office equipment accurately and quickly.

Excellent work history and attendance record.

Knowledge of Microsoft Office and telephone protocol.

Duties require professional verbal and written communication skills.

One to three years of clerical experience.

WORKING CONDITIONS

The post will be based in Copenhagen, Denmark.

Gross salary will be 25.000€-30.000 year; the post is for 5 days/week.

The post will initially be available for the period of 1^st February 2011-30^th December 2011, but is intended to become a permanent post for at least three years of project.

TO APPLY FOR THE POST

Please send a letter of application stating the skills and approach that you would bring to the post with your CV/resume (no photos) in strict confidence by email only to: mlopez@oceana.org

Please ensure that they are sent as Word documents with the titles “your name cover letter” and “your name CV” Please put “BALTIC” in the email subject line. Also please let us know where you saw the post advertised.