Finance & Administrative Specialist II

Rudy's Markets Inc. • Bend, OR

12h • $28 - $29 • Onsite

About The Position

The Finance & Administrative Specialist II processes invoices and payments, performs routine bookkeeping and reconciliations, and maintains accurate financial records for all company locations. The role involves high-volume data entry, check processing, financial reporting coordination, recurring financial obligations, and company-wide permits and licensing. It also provides administrative support to the HR & Finance Department, including assistance with recruiting, onboarding, and employee benefits.

The position operates in a busy, shared office environment and rotates between the Newport Avenue Market in-store office and the corporate office. Work involves extensive computer use, heavy data entry, digital record maintenance, and regular communication with employees, vendors, company departments, and leadership. Occasional travel to company locations may be required. The role has no supervisory responsibilities. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Requirements

• Three years of accounts payable, bookkeeping, or related financial administrative experience is preferred.
• Working knowledge of accounts payable, bookkeeping, and general ledger principles.
• Experience with financial reconciliations, payment processing, and maintaining accurate financial records.
• Proficiency in Microsoft Office, particularly Excel, and familiarity with electronic filing systems.
• Strong attention to detail and accuracy when entering and reviewing financial information.
• Ability to identify discrepancies, research issues, and follow established procedures to resolve them.
• Strong organizational skills and ability to manage multiple tasks, recurring deadlines, and administrative responsibilities.
• Effective written and verbal communication skills, including the ability to communicate with company leadership, vendors, and outside accounting partners.
• Ability to work independently, follow established procedures, and maintain confidentiality of financial and employee information.

Nice To Haves

• High school diploma or equivalent.
• Three years of accounts payable, bookkeeping, or related financial administrative experience is preferred.

Responsibilities

• Receive, process, verify, and reconcile invoices; process transfers, expense reports, tax payments, and other payments according to established procedures and deadlines.
• Monitor the Finance Department inbox and respond to payment inquiries and vendor questions; investigate discrepancies and maintain vendor information and W-9 documentation.
• Print checks for weekly payment runs; track outstanding accounts payable checks, contact vendors, and reissue checks as needed.
• Reconcile Fintech accounts, Positive Pay transactions, insurance charges, and other assigned accounts; escalate unresolved discrepancies appropriately.
• Coordinate annual 1099 reporting with the HR & Finance Manager/Coordinator and outside accountant.
• Process Board of Directors checks, Oregon Paid Leave invoice payments, union billing, building rent, loans, notes payable, and other recurring financial obligations by their due dates.
• Enter financial data and balance daily books for company locations; complete weekly book reconciliations before submitting information to the outside accountant.
• Enter and reconcile general ledger transactions, execute credit card reconciliations, input and reconcile cash receipts, and assist with bank reconciliation items.
• Prepare deposit slips, change orders, and related financial paperwork; assist with month-, quarter-, and year-end bookkeeping, account reconciliations, outstanding balances, and inventory-related accounting.
• Track and report stale-dated checks to the State of Oregon in accordance with unclaimed property requirements.
• Maintain organized email, electronic and physical files, and financial records in accordance with retention requirements and established procedures.
• Prepare monthly customer charge account statements and assist with accounts receivable tracking.
• Gather, enter, organize, compile, format, print, and distribute financial reports and statements for company leadership, including C-suite management.
• Serve as a point of contact between C-suite management and the outside accountant regarding reports, questions, discrepancies, and requested information.
• Assist with financial and other company audits by gathering records, organizing documentation, and coordinating requested information.
• Communicate with vendors, store managers, department managers, employees, and leadership about invoices, financial records, discrepancies, and general administrative questions.
• Assist with employment verification requests, weekly open-position reports, new employee onboarding, benefits-counselor meeting scheduling, and tracking outstanding payroll checks.
• Track and coordinate permits and licenses for company locations, including applications, renewals, documentation, and deadlines.
• Monitor recurring financial and administrative deadlines and ensure assigned tasks, renewals, and reporting are completed on time.
• Scan and upload HR documents into employee personnel files while maintaining confidentiality.
• Order and maintain corporate office supplies; answer incoming calls and provide general office and departmental support.
• Maintain confidentiality of company financial and employee information and follow established policies and procedures.

Benefits

• Employer-paid employee medical, vision, dental, and life insurance for full-time employees.
• Supplemental insurance options for full-time and part-time employees working 20 or more hours per week.
• Paid time off and paid holidays.
• Additional $1.00 per hour when working on Sundays.
• Additional $0.25 per hour when working before 7 a.m. and after 7 p.m.
• 100% employee stock ownership plan (ESOP).
• 401(k) retirement plan with employer match up to 5%.
• 20% employee-only discount.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed