Administrative Assistant

Why you?

You are a professional with a positive outlook and a passion for helping others succeed. You are looking for an opportunity with a growing company that is committed to seeing its employees and clients thrive. You are trustworthy, friendly, organized, an excellent communicator, personable, you take great pride in the quality of your work, you enjoy numbers, you are a stickler for details, you are tech savvy, you excel at multitasking – and you do it all with a smile!

About the position

DCC Marketing is rapidly growing!  This position will support the Director of Operations and staff through a variety of tasks related to financials, organization and communication.  You’ll help ensure efficient operation of the agency through a variety of administrative and financial tasks.  You’ll be responsible for invoicing, processing expenses, managing budgets, and reconciliation.  You’ll play a key role in the administrative piece of our fun, fast-paced marketing agency.

You’ll apply your professional skills in a wide range of tasks including:

General Functions:

  • Be familiar with functions of Director of Operations to assist in his/her absence
  • Assist with maintaining client contracts, terms, and rates
  • Assist with creation of client estimates, jobs, and projects
  • Internal Software Administration, Maintenance, and Reporting assistance
  • Assist with processing, sorting and distributing incoming & outgoing mail
  • Field telephone calls, receive and direct visitors as needed
  • Word processing, create spreadsheets and presentations
  • Files and maintains clerical records, and reports pertinent information to accounting and bookkeeping or technical
  • Assist with Human Resource administrative activities
  • Monthly, quarterly, and annual reporting
  • Assist with visitors and phone calls
  • Assist with mail and shipping
  • Other general office tasks
  • Assist with office supplies, as needed
  • Assist with special projects, as required
  • Marketing assistance, as needed

Financial Functions:

  • Monthly invoicing of DCC’s clients including agency time and outside costs
  • Reconciliation of internal and external expenses and media invoices
  • Understanding of back end financials of agency software and translation of data to monthly invoices, including agency and staff rates and client contracts
  • Use of project management and accounting software
  • Assist with other bookkeeping/accounting functions as appropriate
  • Assist Director of Operations in developing and instituting methods for quality control and accuracy, process improvements, and leveraging technology
  • Preparation of statements and follow up on open invoices
  • Collaborate with internal departments on client budgets and invoices
  • Implementation, tracking, reporting and reconciliation of media budgets
  • Compiles and checks source documents, such as vouchers, invoices, and purchase orders, for completeness and accuracy
  • May type vouchers, invoices, checks, account statements, reports, and other records.
  • May reconcile bank statements.
  • May audit and proof accounting or other reports for clerical accuracy and conformance to departmental, county, state, and federal requirements
  • Assist with special projects, as required
  • Perform other duties as assigned

Education & Experience

  • HS Diploma or equivalent
  • 2+ years of experience in a financial, accounting, or administrative role, however we will train the right person

Must-Have Skills:

  • Proficient in MS Office
  • Knowledge of office management systems and procedures
  • The ability to communicate clearly both orally and in writing ensuring that all duties are completed accurately and delivered with high quality and in a timely manner
  • Highly personable with a can-do approach to work
  • Superior organizational skills, accuracy, and attention to detail are vital
  • Excellent problem solving skills
  • Excellent time management skills and ability to multi-task and prioritize work
  • Ability to learn new tools quickly
  • A team player who is proactive, flexible, and comfortable in a rapidly changing environment
  • Ability to work independently

If you have these skills too, it’s a huge bonus:

  • QuickBooks
  • Advanced Microsoft Excel
  • Experience invoicing for services performed
  • Accounts Payable and/or Accounts Receivable

Benefits & Perks you’ll love:

  • Family-owned business
  • Health, Dental, Vision insurance
  • Life & disability insurance
  • 401K
  • Paid Vacation, Sick & Holiday Time

Schedule & Location:

Monday-Friday 8am-5pm Decatur, IL (hybrid/remote work is not an option for this position)

To Apply:

Send cover letter & resume to

Equal Employment Opportunity

DCC Marketing, LLC. is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. DCC Marketing, LLC.’s management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs and general treatment during employment.

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