POSITION SUMMARY:

Under general supervision, following specific instructions and well-defined procedures, performs a variety of clerical and accounting duties of limited scope in support of accounting functions.

ESSENTIAL FUNCTIONS

• Timely posting of sales and revenue into COIT’s computer system:
• Entering data from invoices into open Accounts Receivable files, which includes posting to designated accounts using a specialized software package.
• Proper recording of sales and commission.
• Timely completion of Daily Sales Report (DSR), to be transmitted to Divisions and Corporate management upon completion of sales and revenue posting.
• Ensure cash, checks and credit card receipts are deposited and/or transmitted daily.
• Respond timely to customer credit card chargebacks.
• Process vendors invoices (accounts payable) on a timely basis. This may include matching purchase orders to invoices.
• Batch vendor invoices and submit to Controller for approval.
• Review vendor statements on a timely basis.
• Prepare and process payroll for two Divisions.
• Assist in prevailing wage preparation and filing with Washington State
• Produce customer billings and account receivable report on a weekly basis.
• Make customer collection calls and other collection effort to ensure timely collections.
• As instructed, place orders following proper purchase order procedures.
• Assist with the preparation of Monthly Divisional Financial Statements.
• Review the Work In Process (WIP) Aging Report on a weekly basis to ensure its propriety.
• Meets corporate standards for attendance and timeliness.
• Maintains effective working relationships and acts in a manner most beneficial to the company.
• Assists Division Management in processing human resource paperwork. This includes new hire and separation paperwork, benefit enrollment forms, Workers Compensation claims, etc.

OTHER DUTIES:

• Under the direction of the Controller there will be times when this position must act as a Customer Service Representative:
• Promptly and courteously answers referred calls or direct incoming calls.
• Informs customers about proper cleaning procedures and maintenance methods. When appropriate offers alternative in order to avoid customer dissatisfaction.
• Resolves customer complaints in a manner mutually satisfactory to both customer and company. Accesses relevant information and contacts appropriate personnel.
• Communicates effectively with customers, plant personnel and service representatives.
• Demonstrates knowledge of all company products, services.
• All other duties as assigned.

This position description in no way states or implies that these are the only duties to be performed by this employee. The employee will be required to follow any other instructions and to perform any other duties upon the request of the supervisor.

REQUIREMENTS:

• High School diploma or equivalent work experience
• Accounting experience preferred
• Basic math skills
• Experienced in data input; knowledge of Microsoft Great Plains preferred.
• Familiarity with Microsoft products and Excel preferred
• Excellent communication skills.
• Excellent customer service skills
• Courteous and clear telephone voice
• Ability to multi-task
• Ability to follow oral and written instructions
• Ability to develop and maintain positive relationships at all levels of the organization, with customers and vendors.
• Problem solving skills
• Ability to work independently

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position is primarily a sedentary one. Requires sitting for extended periods of time and using the telephone (with a headset), computer monitor and keyboard. Requires delivery of faxes and mail to various offices. From time-to-time requires climbing a flight of stairs to access stored records. Occasionally requires lifting up to 25 pounds.