We are looking for an Accounting & Administrative Assistant to be part of our Village! Our Accounting & Administrative Assistant is a key player on our administrative team. You will work closely with the Administration and Finance Manager to ensure accurate bookkeeping, record-keeping, and organization for the company.
Primary Responsibilities
Accounts Payable
- Manage accounts payable and connect with vendors as necessary, monitoring the AP email address
- Enter bills received in accounting software and cashflow forecast, matching POs, and ensuring price accuracy in accounting software systems
- Create purchase orders for inventory management
- Schedule bill payments by ACH, wire or physical check
- Record credit card expenses & schedule payments
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Maintain documentation for team expenses & reimbursement, proactively
- engaging the team for receipt submission and documentation
- Process bi-weekly payroll and create related payroll entries in accounting software
- Manage accounts receivable and connect with customers as necessary, monitoring the AR email address
- Receive customer payments in accounting software and cashflow forecast
- Create customer statements for outstanding balances
- Make bank or mobile bank deposits
- Issue invoices and credit memos, as needed
- Charge customer credit cards weekly Inventory Management
- Create new products, variants, SKUs, and bills of materials in inventory management software
- Assist with monthly inventory counts
- Manage office and customer supplies
- Manage consignment inventory
- Financial Reporting
- Assist with month-end closing, including bank and other account reconciliations, financial report creation and analysis
- Assist with monthly inventory counts
- Manage office and customer supplies
- Manage consignment inventory
- Financial Reporting
- Assist with month-end closing, including bank and other account reconciliations, financial report creation and analysisRun monthly/quarterly sales report
- Monitor monthly budget and report red flags
- Reporting liaison for required certifications (e.g. Fair Trade)
- Assist with analysis and reporting for annual workers compensation audit
- Other accounting requests as needed
- Responsible for onboarding new and offboarding terminated employees
- Maintain employee personnel files
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Manage annual health care enrollment, being responsible to ensure team
- members elect/waive coverage
- Liaison for HR vendors
- Get and distribute the mail daily
- Back up for answering phones
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Other administration requests as needed
Skills and Qualifications
- College graduate with bachelor's degree in accounting or a related field with bookkeeping experience
- Ability to organize and manage a variety of responsibilities
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Excellent communicator, confident to interact verbally and in writing with team members,
- customers, and vendors
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Experience with Microsoft 365, QuickBooks Online, payroll software, and inventory management software
- Understanding of both accounts receivable and accounts payable functions
- Attention to detail
- Self-motivated
- Team player
- Bilingual in Spanish and English preferred
Benefits
- Health insurance
- 80 hours vacation and 3 personal days
- Positive work atmosphere, and arms’ reach to coffee
- Hands-on experience
- Free weekly 12 oz bag of coffee
- Safe working environment – COVID-19 safety practices
