Accounting Assistant Ii

Accounting Assistant’s main objective is to work alongside the Business Manager to fulfill administrative tasks which will include Client Services, Purchasing, AR/AP, and Inventory Control. Priority is not necessarily in that order. Coordinate monitoring of inventory with cross functional teams and measure operating areas to assure achievement of established company goals and objectives by performing the following duties. All workflows will be documented using Microsoft Office program applications (Excel predominantly) and processed through QuickBooks. Must maintain high quality standards in all accounting duties and responsibilities.

compensation: Salary is based on level of experience.

employment type: Part-Time 4 hour to 8 hour days based upon department needs.

Duties/Responsibilities:

Client Services:

· Receive Sales Orders by phone, fax, or email, log and enter into the QuickBooks program.

· Send Sales Confirmation to customer once processed.

· Prepare outgoing Sales Orders by FedEx, UPS, and Freight.

· Monitor office supplies and place order request when necessary.

· Keep updated records and files.

· Keep office area organized and clean

Purchasing:

· Will designate which supplies will be needed based on Administrative and Inventory needs and Production forecast.

· Direct Supplier contact as needed.

· Collate purchase orders and purchase requisitions in order, to order raw materials, and supplies.

· Send them to the suppliers.

· Interact with the suppliers prudently on an as needed basis to help in the decision-making process.

· Review deliveries against the orders.

· Track the status of any orders.

· Ensure invoices delivered are entered for A/P

· Produce and maintain all reports.

· Manage any procurement activities including RFP’s (Request for Proposals) from qualified and non-qualified vendors.

AR/AP:

· Input through QuickBooks

· Posting payments to customer accounts

· Preparing and sending invoices to customers

· Organizing and filing deposit receipts as invoices are paid

· Preparing reports on delinquent accounts and customer payment profiles

· Reconciling receipts and deposits

· Sending out payments for company credit cards

· Updating and maintaining records of expenditures

· Responding to vendor invoices

· Ensuring that all payments are made in accordance with company policy

· Ensuring that all payments are sent as advised

· Resolving payment discrepancies and disputes on behalf of the company

· Analyzing A/P and A/R records for accuracy

Inventory Control:

· Input through QuickBooks

· BOMS must be kept up to date with correct RM part number and pricing

· Maintains awareness of Inventory, capacity and capabilities of production and assures departments take action to maintain productivity.

· Managing Database for Inventory

· Batch Record formulation revisions must be coordinated with QC and QA

· Update Inventory of finished product

Required Skills/Qualifications:

· Proven experience or knowledge of all administrative functionality

· Familiarity with office machines (e.g. scanners, printer etc.)

· Proficient in Excel, Word

· Proficient in QuickBooks

· Proficient in English (oral and written)

· Knowledge of Microsoft Office software programs; Publisher, Access, etc.

· Strong communication and people skills

· Good organizational and multi-tasking abilities

· Problem-solving skills

· Uphold ISO quality policy of continuous improvement.

Optional Skills/Qualifications:

· A.A. Business Administration or higher level of Education a plus

· Experience in Business Administration

This job description in no way states or implies that these are the only duties to be performed by this employee. He/she will be required to follow any other instructions upon the request of his/her supervisor.

Job Type: Part-time

Pay: $20.00 - $27.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• 401(k)
• Flexible schedule

Schedule:

• 4 hour shift
• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• QuickBooks: 2 years (Required)

Work Location: In person