Administrative Assistant

Role: Accounts Payable (AP) Specialist (re-titled as Administrative Assistant)
Client: Resmed
Hiring Manager: Tracey Viloria
Contract Type: Contingent Worker
Location: San Diego CA (Hybrid)

This is a replacement role for a previous contingent worker. The AP Specialist will primarily support invoice processing and auditing with additional administrative and payroll-related tasks. The role has evolved to focus more heavily on AP responsibilities due to performance gaps in the previous hire.

• Primary (75%):
  • Entering reviewing and auditing invoice entries
  • Supporting AP processes and data entry
• Secondary (25%):
  • Administrative tasks (e.g. mail handling)
  • Payroll assistance
  • Ad hoc project support

• Hours: Full-time 40 hours/week
• Location: San Diego office (Hybrid)
  • In-office presence required approximately once per week primarily for mail-related tasks
  • Schedule is flexible and coordinated with team coverage (e.g. alternating weeks with another team member)

• Start Date: ASAP (targeting resume review within a few days of posting)
• Initial Term: 6 months
• Extension Potential: Likely to extend up to 1-2 years depending on the timeline for system migration
• Conversion Potential: Limited; current plans do not include converting this role to FTE though future business needs (e.g. M&A activity) may change that

• Panel Interview: 1-hour video interview with Tracey Viloria Patrice Ramey and Shawn Newman
• Candidates will be selected for interviews based on resume review and recruiter screening

• Prior Accounts Payable experience is essential
• Experience with ERP systems is a strong plus
• Strong attention to detail and ability to audit entries
• Capable of handling administrative tasks reliably (e.g. mail handling)
• Must be dependable and able to work independently with minimal supervision

• Pay Rate: BR3 BR5/hour (based on experience)
• This is not a senior-level role; candidates should have relevant AP experience but not necessarily advanced qualifications

• Previous candidate had strong personality and cultural fit but lacked the necessary AP and admin capabilities
• Screening should focus on verifiable AP experience ideally with examples of PO processing and ERP usage

Job Description
The primary role of Administrative Assistance function is to provide all secretarial and
administrative support to the Business leaders and teams across businesses. Key
deliverables include arranging for conferences travel email and diary management.
Supporting key communication programs and coordinating staff functions and events.
Managing key meetings minutes and report preparation.
Lets talk about Responsibilities
The primary objective of Administrative Assistance specialization within
Administrative Assistance Job Family is to provide analytical and specialized
administrative support to relieve executives employees and people managers of
complex details and advanced administrative duties.
Key responsibilities include analysis of problems determination of approach
compilation and analysis of data and preparation of reports.
Coordination of activities between departments and outside parties.
Contacts employees at all organizational levels to gather information and prepare
reports.
Work is generally of a critical or confidential nature.
Assignments may be found in various functional areas.
Support roles consist of work in a:
(1) clerical administrative or specialized support tasks in an office or field setting
(2) specialized technical tasks or skilled craft work
(3) unskilled or semi-skilled operational tasks
Has completed vocational training or obtained equivalent experience.
Interacts internally to exchange information.
Has limited discretion to vary from established procedures.
Lets talk about Qualifications and Experience
Internal Use
Preferred:
Minimum of 1 years of related experience.
Has broad knowledge of routines and procedures to handle day to day situations.
Will generally only require instructions on new assignments