Accounting & Office Assistant

Pacific AG Management, Inc•Wasco, CA

About The Position

Under the direct supervision of the Controller, the Accounting & Office Assistant performs administrative tasks in the Finance & Accounting Department. The role compiles, computes, and records minor accounting transactions and performs administrative duties for accounting purposes. Tasks include data entry, filing, document scanning, opening and sorting mail, answering telephone calls, receiving and directing visitors, word processing, maintaining accounting files and records, and providing general information to customers as needed. The position supports accounts payable and other accounting processes by scanning invoices and deposits, routing invoices and correspondence, downloading online invoices, assisting with invoice coding and distribution for approval, reviewing vendor statements, requesting missing invoices, assisting with annual 1099 processing, and making online payments as directed by the Controller. It also prepares departmental correspondence and handles incoming and outgoing mail, including use of the company vehicle for mail pickup and delivery. Administrative responsibilities include greeting and directing visitors, handling and routing complaints, maintaining the Finance & Accounting Department calendar, and providing clerical support to the Controller and CFO. The position also maintains office supplies and kitchen operations, oversees spare keys for company vehicles, conducts daily office inspections, and coordinates office repairs and maintenance with approved contractors. The role maintains contractor lists and current contractor insurance certificates.

Requirements

High school graduate or equivalent.
Three years of experience in a supporting accounting role, including computerized accounting experience.
Valid California driver's license and a motor vehicle record acceptable under the company's auto insurance carrier guidelines.
Must be bilingual and fluent in English and Spanish, with the ability to interpret verbally and in writing.
Proficient in alphanumeric data entry.
Able to use a ten-key calculator by touch.
Able to work in a multi-company, high-volume environment while meeting deadlines and timetables.
Able to work overtime as needed with approval.
Able to learn job requirements and work under general supervision after initial training.
Able to use logic and reasoning to identify strengths and weaknesses of alternative solutions, conclusions, and approaches to problems.
Able to listen to, understand, and communicate information and ideas verbally.
Able to read and understand written information and communicate effectively in writing.
Able to read, write, and speak English, including knowledge of word meanings, spelling, composition, and grammar.
Able to develop goals and plans to prioritize, organize, and accomplish work.
Able to communicate efficiently with business partners, supervisors or managers, peers, and subordinates verbally or in writing.

Responsibilities

Scan paper invoices into the automated system.
Manage the accounts payable email inbox by routing invoices and other correspondence to the assigned Staff Accountant.
Forward purchase orders received in the accounts payable inbox to the correct company.
Download online invoices and send them to MV, including invoices from listed utility and service providers.
Assist with coding and distributing vendor invoices to appropriate personnel for approval.
Review vendor accounts payable statements and request missing invoices from vendors.
Scan bi-weekly HEC invoices into automated systems and onto the shared drive.
Scan deposits to the shared drive in a timely manner.
Assist with annual processing of 1099 statements according to company guidelines, as directed.
Make online payments as directed by the Controller.
Prepare memos, correspondence, certified mail, and other departmental documents as needed.
Refill postage on the US mail stamp meter.
Weigh and stamp outgoing mail.
Use the company vehicle to pick up incoming mail and deliver outgoing office mail to the post office.
Sort, date-stamp, and distribute incoming mail daily.
Handle overnight shipping and receiving, including FedEx and UPS.
Greet visitors, determine the nature and purpose of their visit, and direct or escort them to destinations.
Provide information about the establishment, departments, employees, or services.
Receive customer or public complaints courteously and route them to the appropriate department for prompt resolution.
Maintain the Finance & Accounting Department calendar, including employee absences, meetings, and other department business.
Provide clerical and administrative support to the Controller and CFO as needed.
Open and close the office kitchen daily.
Maintain office supply inventory.
Manage company vehicle spare keys using sign-out and sign-in records for employees approved to drive company vehicles.
Conduct a daily office inspection for water leaks and deferred maintenance, and recommend repairs.
Maintain the office list of contractors approved by the CFO.
Serve as the main contact for office repairs and maintenance, including contacting the selected contractor to initiate work.
Maintain current insurance certificates for all contractors approved by the CFO.