Accounting & Administrative Assistant

Job Summary

We are seeking a dynamic and detail-oriented Accounting & Administrative Assistant to join our team. In this vital role, you will support both financial operations and administrative functions, ensuring smooth daily workflows and accurate financial record-keeping. The ideal candidate will possess strong accounting fundamentals to ensure the financial health of the company and professional administrative skills to support the smooth operation of the front office. This is an excellent opportunity for someone who enjoys a variety of responsibilities and takes pride in maintaining accuracy, organization, and exceptional customer service.

Major Responsibilities/Activities:

Office Administration

• Answer incoming calls and direct callers to the appropriate employee.
• Greet and direct visitors in a professional, friendly manner; ensure all visitors sign in and out on the visitor log.
• Receive and distribute front office packages.
• Sort and distribute incoming mail; prepare outgoing mail and coordinate mailings for all company locations (e.g., holiday shut-down notices).
• Retrieve and route incoming faxes from the corporate fax machine on a timely basis.
• Prepare memos, letters, reports, and routine correspondence as needed.
• Make meeting arrangements as directed by upper management.
• Maintain office and breakroom supplies.

Accounts Receivable/Accounts Payable

• Supports the Finance Dept. in managing accounts receivable (AR) and accounts payable (AP), including reconciliations.
• Maintains and processes vendor invoices to ensure timely accounts payable transactions.
• Monitors aging accounts daily and performs prompt customer collection activities.
• Oversee customer invoicing systems (manual and EDI), ensuring invoices are received and researching any rejected items.
• Prepare monthly financial reports.
• Proactively investigates payment discrepancies and updates the accounting system accordingly.
• Assists with monthly account closings and ensures timely completion.
• Performs credit card/banks reconciliations and analyzes general ledger accounts, correcting discrepancies as needed.
• Enters, updates, and retrieves financial data in Epicor accounting system.
• Collaborates with internal departments on accounting-related matters.
• Provides support for internal and external audits.
• Develops and improves work methods, forms, formats, and standards to enhance operational efficiency.
• Serves as backup for the Accounting Clerk during absences.
• Performs other related duties as required.

Minimum Qualifications Required

1. High school diploma or equivalent.

2. Minimum of 2-3 years of progressive experience in financial accounting is preferred.

3. Proficiency in Microsoft Office 365, especially Excel.

4. Firsthand experience with Epicor a plus; training provided.

5. Strong ability to calculate figures and amounts accurately.

6. Skilled in reconciling and balancing financial transactions and accounts.

7. Excellent organizational, analytical, and critical thinking skills.

8. Ability to multitask and adapt quickly to meet deadlines.

9. Strong attention to detail and accuracy.

10. Professional and effective communication skills, both written and verbal, across all organizational levels.

11. Ability to understand and apply accounting guidelines, system updates, and revisions.

Join us to be part of a vibrant team that values precision, integrity, and proactive problem-solving. This role is designed for motivated individuals eager to grow their expertise in accounting while contributing to the overall success of our organization.

Pay: $20.00 - $27.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $20 - $27