Accounts Payable - Administrative Assistant

Job Title: Accounts Payable - Administrative Assistant
Location:  Fruitland, Idaho
Starting Wage: $17.00 - $18.50 (depending on experience) 

Employment Type: Full-Time, Hourly
Work Environment: In-Person, Monday - Friday, 8am to 5pm

Summary of Company Benefits:

• Health, Dental, and Vision Insurance
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• 401(k) with an Employer Match
• Group Term Life Insurance and AD&D
• Employer Paid Long-Term & Short-Term Disability
• Voluntary Supplemental Hospital and Accident Plans
• Employee Assistance Program
• 8 Company Paid Holidays & 1 Floating Holiday
• Progressive Paid Time Off (PTO) Accruals
• Quarterly Hourly Incentive Bonus

About Woodgrain:
Woodgrain is one of the top millwork operations in the world, with locations throughout the United States and Chile. With 70 years of quality manufacturing craftsmanship and service, Woodgrain is a top producer of mouldings, doors, and windows, as well as a premier distributor of specialty building products. Woodgrain Inc. is headquartered in Fruitland, Idaho with six divisions and over 45 manufacturing and warehouse facilities in the United States and South America. Since 1954, Woodgrain is proud to be family owned and operated.

Job Summary:
The Accounts Payble Administrative Assistant provides administrative and operational support to the Accounts Payable team by managing mail services, vendor statement tracking, customer service inquiries, refund and credit research, and general office support functions. This position serves as a key support resource for Accounts Payable operations and acts as the backup to the Corporate Administrative Assistant as needed. The role requires strong organizational skills, attention to detail, excellent customer service, and the ability to manage multiple priorities in a fast-paced environment.

Duties & Responsibilities: 

• Manage vendor statement tracking, including requesting statements, monitoring receipt, maintaining records, and following up on outstanding requests.
• Review vendor statements to identify outstanding invoices, unapplied credits, discrepancies, and potential account issues; coordinate resolution with AP processors and vendors.
• Research vendor credit memos, refunds, and outstanding credits to support timely recovery and accurate account balances.
• Maintain organized documentation of statement reviews, account research, vendor communications, and credit or refund recovery activities.
• Communicate research findings and unresolved issues to appropriate AP team members and management.
• Identify recurring discrepancies and opportunities to improve statement management, account resolution, and recovery processes.
• Coordinate incoming and outgoing mail, including sorting, distributing, preparing, and processing routine, certified, priority, and overnight shipments.
• Operate and maintain mail processing equipment, prepare shipping labels, coordinate post office deliveries, and maintain mailing records and supply inventory.
• Deliver checks and other authorized deposits to the bank as needed.
• Provide backup coverage for the Administrative Assistant, including mail services and other designated administrative functions.
• Support office operations through supply management, document preparation, filing, data entry, and records retention.
• Monitor and respond to incoming calls on the department's main phone line, directing inquiries to the appropriate individual or department.
• Provide professional, timely, and service-oriented support to vendors, employees, and other external contacts.
• Respond to routine vendor inquiries and coordinate requests for statements, account documentation, and other AP-related information.
• Maintain clear, professional communication and appropriate follow-up to support timely resolution of inquiries and account issues.
• Assist with AP reporting, audits, special projects, and process improvement initiatives.
• Maintain accurate and confidential financial and administrative records in accordance with established procedures.
• Cross-train on departmental processes to provide reliable backup coverage and support continuity of operations.

Requirements:

• High school diploma or equivalent.
• At least 1 year of experience in administrative support, customer service, accounting support, or a related office environment preferred.
• Proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel.

Additional Skills: 

• Strong organizational, time-management, and prioritization skills, with the ability to manage multiple tasks and deadlines.
• Effective written and verbal communication skills, including the ability to communicate professionally with vendors and internal stakeholders.
• Strong attention to detail and accuracy when reviewing information, researching discrepancies, and maintaining records.
• Demonstrated problem-solving skills, initiative, and the ability to follow through on outstanding requests and issues.
• Ability to work independently, collaborate effectively with a team, and maintain confidentiality when handling financial and business information.
• Ability to effectively communicate in English, both verbally and in writing. Additional languages preferred. 

Physical Demands:

The physical demands and work environment for this role align with those of a standard office setting. While performing job duties, the employee may occasionally need to stand, walk, sit, use hands for handling objects, tools, or controls, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch, or crawl, as well as talk and hear. This role may occasionally require lifting or moving up to 25 pounds. 

Applications will be accepted until the position has been filled

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Woodgrain is an Equal Employment Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. Woodgrain is a drug, alcohol, and tobacco-free workplace. All offers of employment are contingent upon pre-employment background and drug screening, and some positions require a fitness for duty test.