Accounting Clerk/admin

Aston Carter•Madera, CA

4d•$20 - $23•Onsite

About The Position

This entry-level Accounting Clerk/Administrative Assistant role supports a small, close-knit office by managing front desk activities, handling multi-line phone calls, and performing a wide range of administrative and clerical tasks. The position requires a friendly, professional individual who enjoys working with people, can multi-task effectively, and collaborates well with a team. The role involves extensive use of Microsoft Office and QuickBooks, as well as regular interaction with administrative and operations staff to keep daily business functions running smoothly.

Requirements

1–2 years of administrative experience in an office environment.
Proficiency with multi-line phone systems and the ability to handle calls in a pleasant and professional manner.
Strong multi-tasking skills with the ability to manage multiple responsibilities simultaneously.
Ability to work collaboratively as part of a small team and contribute to a positive office culture.
Working knowledge of Microsoft Word for creating and editing documents.
Working knowledge of Microsoft Excel for data entry, spreadsheets, and payment run preparation.
Experience using QuickBooks for invoice entry, payment matching, and basic financial tasks.
Proficiency in general office tasks, including filing, scanning, and document organization.
Accurate and efficient data entry skills with strong attention to detail.
Customer service skills, including clear communication and a professional demeanor when interacting with callers and visitors.
Basic proficiency with Microsoft Outlook or similar tools for email and calendar management.
Ability to provide administrative support across a variety of tasks and priorities.

Nice To Haves

Experience with accounts receivable (AR) and accounts payable (AP) functions.
Familiarity with preparing AR collection reports.
Experience entering invoices into state Excel templates for sales tax reporting.
Experience reconciling credit card statements, including smaller accounts such as Amazon and similar vendors.
Comfort working in a front desk or reception role.
Strong organizational skills and the ability to maintain orderly records and files.
Comfort working with service-related data, such as service trip entries.
Interest in supporting a business involved in advanced manufacturing technology, such as CNC tube bending and laser cutting equipment.

Responsibilities

Answer and manage multi-line phone systems in a professional, courteous, and efficient manner while providing a positive experience for callers.
Perform general office duties, including filing, scanning, and organizing documents to maintain accurate and accessible records.
Assist administrative and operations staff as needed with day-to-day tasks and special projects.
Open and sort incoming mail, ensuring that documents and correspondence reach the appropriate recipients promptly.
Enter invoices into QuickBooks accurately and in a timely manner.
Match payments in QuickBooks to corresponding invoices and records to maintain accurate financial data.
Support accounts receivable activities, including assisting with AR collection reports, as needed.
Enter weekly employee timecards accurately for payroll and recordkeeping purposes.
Prepare and maintain a bi-weekly payment run in Excel, ensuring all information is complete and accurate.
Enter invoices into state-provided Excel templates for sales tax reporting.
Reconcile smaller credit card statements, including Amazon and other designated accounts, ensuring charges are properly coded and documented.
Process and enter UPS bills and related charges into the appropriate systems.
Assist with service trip entry as needed, ensuring all details are captured and recorded correctly.
Provide front desk coverage, including greeting visitors and offering general customer service support.
Perform data entry tasks with a high level of accuracy and attention to detail across multiple systems and documents.