Accounting Assistant

Job Summary: The Accounting and Administrative Assistant is primarily responsible for assisting in the management of the general business office to ensure it operates as needed.  This individual reports to the Chief Financial Officer. 

Supervisory Responsibilities: 

• This position does not have supervisory responsibilities 

Duties/Responsibilities: 

• Answer phones with enthusiasm and engaging personality and greets in-person visitors the same 

• These phone calls and interactions with visitors are key to portraying the Focal Pointe brand and culture; they could lead to sales opportunities and/or address key customer and vendor questions and concerns 

• Direct these calls and/or visitors to the appropriate person / department 

• Exhibit polite and professional communication via phone and email 

• Distribute mail to appropriate individuals and departments 

• Maintain orderly filing systems, both electronic and physical 

• Work with uniform vendor to ensure uniforms and other related materials are ordered and received on a weekly basis and invoiced correctly, working with payroll team as needed 

• Manage apparel webstore  

• Monitor and order office supplies as needed, working with branches from time to time 

• Supports Accounts Payable with invoices, vendor statements, and approval processing 

• Supports Accounts Receivable by scanning customer checks to deposit into company bank account, interacting with various customer portals, and matching customer payments to applicable invoices 

• Work on various analyses as needed for the Accounting team to help review spending trends, customer data, profitability, and other KPIs to help the branches review their performance 

• Work with various vendors on consolidated ordering for various branches (e.g. Amazon), as applicable 

• Coordinate with Branch Administrators at each location to support ongoing needs 

• Assist in other tasks as assigned by administrative staff members to ensure efficient operation of the office 

• Travel up to 10% of the time within the Focal Pointe territory 

• Other duties as assigned. 

Required Skills/Abilities:  

• Strong interpersonal skills  

• Ability to manage multiple tasks and tight deadlines simultaneously 

• Strong customer service orientation with internal and external constituents 

• Excellent verbal and written communication skills 

• Excellent attention to detail and highly organized 

• Ability to solve a variety of problems independently 

• Strong computer skills including proficiency in Microsoft Office with advanced Excel skills 

• Self-starter, highly motivated and committed 

Education and Experience: 

• A minimum of 1 to 2 years of experience working in a professional office environment  

• Physical Requirements: The physical demands described here are representative of those that must be met by the Administrative Assistant. 

• Prolonged Sitting: Ability to sit at a desk for long periods of time while using a computer, handling paperwork, or performing other office-related tasks. 

• Mobility: Must occasionally move within the office environment, including walking to other departments or offices, retrieving supplies, and attending meetings. 

• Lifting/Carrying: Periodically required to lift or carry items such as office supplies, files, and small packages, typically weighing up to 20 pounds. 

• Manual Dexterity: Must have precise finger and hand movements for tasks like typing, filing, and using office equipment, including keyboards, phones, and copiers. 

• Reaching/Handling: Frequent reaching and handling of documents, office supplies, and other items, including bending or stretching to access cabinets or shelves. 

• Visual Acuity: Requires the ability to read, proofread, and draft documents on a computer screen or in printed form with attention to detail and accuracy. 

• Hearing and Communication: Must be able to hear and understand spoken information in person, over the phone, and in meetings, and respond clearly and effectively to questions and requests. 

• Standing and Moving: Periodic standing or light moving of office equipment or materials may be required during the course of daily tasks. 

• Climbing Stairs: In offices with multiple floors, occasional stair climbing may be needed. 

This job primarily operates in a general office setting. This role routinely uses standard office equipment such as computers, phones, and copiers. While performing the duties of this job, the employee frequently interacts with staff and the general public in person and via telephone and email. 

Salary : $20 - $24