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Administrative Assistant
Entertainment & Media Industry Company
Des Moines, IA, United States
Job Details - this job has expired, please see similar jobs below
Job Title
Administrative Assistant - SIM/BHG
I. Job Summary | Major goals and objectives.
Provide business office support for magazines and books published in Special Interest Media, Company Core Media and the BHG Crafts Group (approximately 134 magazine issues plus books and other editorial content per year). This position is responsible for half of the following: payment of photography and illustration invoices; reviewing, coding, routing and approving independent contractor and vendor invoices submitted by department administrative assistants; processing and reviewing reconciliation of issue costs for issues published by Special Interest Media, Company Core Media and BHG Crafts Group; and receiving, processing and dropping photography and illustrations into the Company Media Cloud.
II. Essential Job Functions
Weight % Accountabilities, Actions and Expected Measurable Results
25 Review, route and approve independent contractor and vendor invoices submitted by department administrative assistants. Check for appropriate legal agreements, releases, Oracle project numbers and account numbers; obtain appropriate approvals, enter information into appropriate database, create folders for original manuscripts and approve and submit payments to Accounting for payment.
25 Process SIM, MCM and BH&G Crafts Group photography and illustrations. Check-in new photography within 48 hours of receipt in SIM Business Office. Verify appropriate legal agreements, digital formatting and other information are accurate and entered into the appropriate Photo Shoot databases and Company Media Cloud. Drop images into the Media Cloud daily from Lightroom. Update Photo Shoot database to provide up-to-date information for staff.
25 Process invoices from photographers and illustrations for SIM, MCM and BHG Crafts Group on a daily basis using Markview. Check for appropriate legal agreements, releases and account numbers; obtain appropriate approvals, and update databases.
15 Review and process charge-offs submitted by department administrative assistants each month by the month-end of financial close. Monitor costs and inventory for issues. Verify all charge-off source information and costs for manuscript, photography and art and complete the appropriate transfers in Oracle. Prepare corresponding reports in Oracle and distribute to editors. Provide Business Manager-Editorial with any necessary accrual information. Maintain business office records.
5 Provide editorial assistant support on Company Core Media titles, as needed. Generating contracts, processing invoices, preparing charge-off to reconcile issue charges, and sending out comp copies.
5 Complete special assignments as requested by Lead Business Office Assistant, Business Manager-Editorial and Managing Editor. Provide backup for the Lead Business Office Assistant when absent or as needed.
100%
III. Minimum Qualifications and Job Requirements | All must be met to be considered.
Education:
High school graduate or equivalent work experience.
Experience:
Minimum 4 years administrative experience (or a combination of business school and administrative experience).
Specific Knowledge, Skills and Abilities:
Basic accounting, business English, knowledge of computer software for common business applications (Word, Excel, FileMaker Pro, Digital Asset Management System and Macintosh experience a plus), knowledge of basic office procedures.
Administrative experience in a creative, fast-paced environment preferred. Computer keyboard skills, excellent communication and phone skills, proficient at writing letters and memos, ability to respond to questions or problems in a concise and courteous manner; ability to prioritize and work under pressure.
% Travel Required (Approximate): 0%