Administrative Assistant

Mitsui Sumitomo Insurance Group (MSIG) is one of the world’s top ten property/casualty insurance carriers with over 35,000 employees worldwide. MSIG insures large multinational and domestic companies, and offers comprehensive global insurance programs.  Our US subsidiary, Mitsui Sumitomo Marine Management (MSMM), currently has an Administrative Assistant opportunity in our Warren, NJ office, within our Information Technology department.

SUMMARY As an Administrative Assistant in our IT department, the employee (EE) functions in a dual role. In the IT Ops Tech role, EE is responsible for user account administration for certain system applications and environments. EE responds to requests, follows predefined procedures for establishing and maintaining user accounts, and works to resolve the majority of escalated incidents. EE provides quality customer service while adhering to predefined procedures and methods to guarantee auditable compliance. In the Financial Admin role, EE supports the IT budgeting process by maintaining electronic records for departmental and project budgets, and preparing various budget vs. actual variance analyses and related projections. EE reviews invoices against department budget plan, properly codes payments against vendor invoices, matches invoices to purchase orders and maintains electronic records of these activities, and reconciles transactional details with MSMM’s accounting department. EE performs other financial administrative tasks as assigned.

MAJOR FUNCTIONS:

• Create and maintain IT departmental and project budget spreadsheets          
• Prepare variance analyses of actual expenditures against budget plan and prepare reports and communications to MSMM regarding same.                                                            
• Administer Active Directory account changes, additions, and deletions.
• Maintain all financial transactions for payment, purchase orders, offsets, reclassifications, vendor info administration, in Access Database.
• Create and run Access reports and queries as needed.
• Interface with accounts payable department to ensure proper coding and reconciliation of accounts.
• Report monthly and yearly accrual items to accounting.
• Assist IT management with proper expense coding to match established project and department budgets for purchase orders and payments.
• Ensure proper signoff on check requests or purchase orders and interface as needed with accounting to ensure timely turnaround.
• Demonstrate a positive customer service attitude and skill in oral and written communication. Work independently most of the time or under only general direction.
• Assure all Active Directory account change requests are properly documented and comply with IT policies, procedures and controls prior to the change being implemented.
• Prioritize financial transaction and operations tasks.

Education and/or Experience  

Bachelor’s degree (B.A.) from four-year college or university preferred, or one to two years of related experience and/or training; or equivalent combination of education and experience.

Other Qualifications Required:

Must have strong Microsoft Office Suite products, especially Access and Excel

Supervisory Responsibilities                                                  

This job has no supervisory responsibilities