Accounts Payable and Office Assistant

The Accounts Payable and Office Assistant will perform duties that support and are related to the operations of human resources, finances, project and office management.

Supervisory Responsibilities:

• None

Duties/Responsibilities:

• Responsible for AP: Checking, entering, paying invoices in QuickBooks


• Verify vendors invoices and account information.


• Provide administrative support such as filing, scanning, maintaining, and updating databases/files.


• Credit card account reconciliation with receipts


• Investigate and dispute erroneous charges


• Investigate sales tax issuances and charges


• Ordering and tracking materials/supplies for office and projects, issuing POs, and shipping/tracking/follow up delivery


• Send a payables report to management every week and follow up for completion


• Make travel arrangements


• Supports Human Resources and management in other transactional duties as needed


• Greet and assist visitors in a professional and friendly manner


• Answer phone calls and direct them to the appropriate department


• Assist the CEO in invoice preparation as needed.


• Performs other related duties as assigned

Required Skills/Abilities:

• Previous experience in accounting, finance or other related fields


• Experience with QuickBooks is required


• Excellent organizational skills and attention to detail


• Ability to prioritize and meet deadlines


• Ability to follow up until task complete


• Extensive knowledge of office management systems and procedures.


• Ability to operate general office equipment


• Excellent written and verbal communication skills


• Proficient in Microsoft Office Suite or similar software


• Ability to maintain confidential information

Education and Experience:

• Two years of administrative assistant experience preferred

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.