Sr. Administrative Assistant - Controller

Job Summary:

Provide administrative and secretarial support to the Controller’s Department (ultimately including the former Rail accounting group). Lead administration of the department.

Responsibilities:

· General Administrative department support: Answer and screen phone calls, process department invoices, send and receive faxes, prepare and file expense reports, coordinate vacation/sick data and provide to HR, maintain department calendar, distribute department mail, order supplies as needed, issue package passes, coordinate procurement of key cards for external auditors, schedule meetings, make travel arrangements, type various forms of correspondence (letters, memos, minutes, etc), create presentations using various media, maintain all department network printers, process UPS and messenger service shipments, make photocopies, create and maintain various files and binders for Controller, and provide administrative support for all members of the Controller’s and Accounting department.

· Financial Reporting Support: Finalize, format, copy and distribute Quarterly Board Report; prepare and organize information (agendas, documents, presentations), type minutes, and distribute materials for audit committee meetings and conference calls; make all arrangements for and organize annual Controller’s Conference; assist with production of 10Q and 10K documents using Word; coordinate distribution of officer’s certificates and required compliance (Form 10Q’s and 10K’s) in response to quarterly and annual requirements for sale-leaseback agreements by applicable due date.

· SOX Compliance: Coordinate quarterly certification process by distributing and subsequently receiving and logging in all SOX 302 sub-certifications and disclosure questionnaires. Assist in preparation of agenda and related materials for quarterly disclosure committee meetings and executive sign-off. Assist SOX 404 PMO with administration of annual SOX 404 plan, including portal.

· Other: Coordinate preparation of Monthly Activity Report for distribution to the CFO. Perform special projects as required to support the department’s functions.

Education and Experience Requirements:

· High school diploma or equivalent required, some college preferred.
· 5 - 7 years administrative/secretarial experience.
· Proficiency in MS Word, Excel, Access, and PowerPoint.
· Excellent verbal and written communication skills and organizational skills.
· Strong typing skills and proofreading

AA/EEO Employer M/F/D/V

Qualified candidates may submit their resume by visiting the career section at www.gatx.com.