Accounting And Office Support Clerk

Pay Range: $19.00-$23.00/hr., Depending on Experience

Schedule: Monday-Friday (8:00AM-5:00PM) & Some OT/weekends as needed

JOB PURPOSE AND SUMMARY

Process business transactions, handle accounts payable and receivable, expense reports, receipts, and other financial matters. Perform a range of clerical and administrative tasks to support daily operations in an office setting.

DUTIES AND RESPONSIBILITIES

% OF TIME JOB FUNCTIONS

80% Accounting data/AP Processing

• Open inward mail, match vendor invoices against proper documentation for inventory purchases, Seed Productions, Stock Seeds, operational invoices, etc. and resolve discrepancies between receivers & invoices. Obtain management approvals where required.
• Process/key vendor invoices, prioritize invoices in accordance of cash discounts as well as other terms of payment and maintain proper backup documentation.
• Reconciles vendor statements, research and make corrections of discrepancies.
• Process a weekly check run for payments to vendors and report the check run totals to Controller.
• Prepare and process manual checks.
• Obtain approval and signatures of manual checks by Senior Accountant.
• Prioritize and distribute signed checks.
• Ensure manual check runs are properly recorded in QuickBooks Payable module.
• Verify Daily Bank Recon. Payment Report.
• Update and Maintain Vendor ACH bank information.
• Monitor daily check clearing report with bank.
• Establish and maintain A/P temporary and permanent files to be completely made, complying with policy of company, and retrieves them as requested.
• Record receipt of invoices for Capital Lease Amortization and Leased Equipment Schedules.
• Prepare month-end journal entries and enter accruals.
• Perform month-end A/P reconciliation to G/L.
• Monitor A/P aging report.
• Maintain vendor master files.
• Communicate with vendors, research and reply to vendor inquiries.
• Process employee Credit Card monthly statement reports.
• Obtain and reconcile Credit Card employee receipts with credit cards statements. Follow up with employees as needed.
• Process employees’ business travel/expense reports for their reimbursements.
• Input other data into accounting system.

15 % Site Operations Support

• Monitor, order and distribute office supplies & support other purchasing activities as needed.
• Operate and maintain fax machines, postage meter, and copier; keep supply of ink cartridges and re-order postage as needed.
• Distribute faxes and mail to appropriate departments as needed.
• Front Desk coverage; calls, visitors.
• Take outward mail to post office.
• Collect inward mail from post office.
• Maintain filing for contracts and agreements.
• Maintain operating lease schedule.
• Fills out the company credit applications for new vendor.
• Prepare, and follow up with yearly changes, issue and verify accuracy of 1099 for individual contractors annually. Fills out 1096 for Managers review and submits to IRS.
• Organize with other department to destroy yearly documentation based on United Genetics retention policy.

5% Others

• Maintain W-9’s and requests them when needed.
• Perform other duties and responsibilities as required or assigned by supervisor.
• Assist with year-end audit, as needed.

POSITION DIMENSIONS AND QUALIFICATIONS

Internal Contacts: CEO, Accounting Dept. personnel, HR personnel, Customer Service personnel, Production Managers, Shipping/Receiving personnel, Production Clerk, Sales Dept. personnel, Purchasing.

External Contacts: Vendors 

Education Level and Focus: High School diploma. AA in accounting or business is preferred.

Years and Type of Related Experience Required: 3-5 years related experience or equivalent combination of education and experience

SKILLS & ABILITIES

Interpersonal and Communication: Effectively communicate with management, co-workers and external contacts, telephone skills.

Technical and Analytical:  Typing, PC and assorted software programs such as Excel and word processing, 10 key, operate general office equipment (e.g. copier, fax machine). Ability to gather, analyze and identify appropriate variances. Minimum one year experience using QuickBooks.

 Administrative and Operations:  Organize job responsibilities to complete work on a timely basis.

Physical Demands:  Ability to sit and work in front of a computer terminal for long periods (may sit for approx. 7+ hours with 2-hour intervals being in a stationary sitting position).  May lift up to 25 lbs.

Work Environment:  Office environment with low to moderate noise levels.

Special Equipment Used:  Computer with emphasis on spreadsheet skills, copier, fax machine, 10-key, and typewriter

Special Requirements:  Willing to work overtime, holidays, and weekends as requested.