Accounting Assistant (Temporary Position)

Description

Fundamental Objective:         

Under the direct supervision of the Controller, the Accounting Assistant performs administrative tasks in the accounting department. They will compile, compute, and record minor accounting transactions, and perform administrative duties for accounting purposes. Duties may include data entry, filing, document scanning, opening and sorting mail, fielding telephone calls, receiving and directing visitors, and word processing. This position will assist personnel with duties that include maintaining accounting files and records, and providing general information to customers as needed or required.              

Essential Functions:         

A) Accounting duties may include, but are not limited to the following:      

1) Scanning of paper invoices into automated system    

2) Manage A/P email box by routing invoices and other correspondence to the assigned Staff Accountant.    

3) Forwarding PO in the A/P Inbox to the correct company      

4) Code and distribute vendor invoices in automated system for approval.     

5) Assisting with Vendor statements to see what is missing and calling vendors to resolve issues    

6) Calling vendors when invoices are billed to incorrect company.    

7) Scanning Bi-Weekly invoices into automated systems and on the share drive.    

8) Scanning of W-9 to drive if they come in paper format.    

9) As directed, assist with the annual processing of 1099 statements in accordance to company guidelines.    

10) Research and resolve minor discrepancies in accounting records, as requested by Controller.    

11) Coordinate, complete, and process vendor credit applications.    

12) Process and prepare memos, correspondence, certified mail, or other documents, as needed for the department.    

13) Make online payments as directed by controller.   

B) Mail Management          

1) Responsible for refilling postage on the US mail stamp meter unit.      

2) Weigh and stamp all outgoing mail.         

3) Utilize company vehicle, to pick up incoming mail, and drop off outgoing office mail to the post office daily.    

4) Sort, “date stamp”, and distribute all incoming mail daily.      

Requirements

Knowledge, Skills & Abilities:        

A) Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.   

B) Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.   

C) Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.   

D) Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, and/or approaches to problems.   

E) Ability to listen and understand information and ideas presented through spoken words and sentences, and the ability to communicate information and ideas in speaking so others will understand.   

F) Ability to read and understand information and ideas presented in writing and the ability to communicate information and ideas in writing so others will understand.   

G) Ability to read, write, and speak English including the meaning and spelling of words, rules of composition, and grammar.   

H) Ability to learn and understand job requirements and work under general supervision after initial training.   

I) Ability to develop specific goals and plans in order to prioritize, organize, and accomplish your work.  

 J) Ability to efficiently communicate with business partners, supervisors/managers, peers, or subordinates in verbal or written form.   

K) Ability to work overtime as needed with approval.   

L) Ability to proficiently use a ten-key calculator by touch.   

M) Ability to work in a multi-company, large volume environment meeting specific deadlines and timetables.    

Education:          

A) High school graduate or equivalent.                  

Minimum Qualifications & Work Experience:       

A) Valid California driver's license and motor vehicle record acceptable according to Company auto insurance carrier's guidelines.  

B) Must be Bilingual and fluent in both English and Spanish, with the ability to interpret verbally and in writing.   

C) Three years’ experience in a supporting accounting role, with computerized accounting experience.   

D) Proficient in alpha-numeric data entry.   

Physical Demands & Environmental Conditions:       

A) Environment - office: General office environment: work is generally sedentary in nature but may require standing and walking for up to walking for up to 10% of the   time. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc.   

B) Office physical   demands: incumbent frequently is required to sit; stand; walk; stoop, kneel, or crouch, and use hands to finger motion to handle, feel, grip, or operate objects, office tools, or office equipment; occasionally will climb stairs; use balance; and use foot control movement to operate company vehicles.   

C) Repetitive office motions: the employee will make frequent and substantial movements (motions) of the wrists, hands, and/or fingers; and head and neck movements.   

D) Office lifting demands: ability to exert up to 30 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.   

E) Speaking: Express or exchange of ideas by means of the spoken word; including those activities where there should be detailed instructions of importance that must be communicated to workers accurately, loudly, or quickly.   

F) Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound.   

G) Vision: Office incumbent is required to have close visual acuity to perform activities such as preparing and analyzing data, transcribing, and/or viewing a computer terminal.