AP/AR – Office Assistant

Position Summary 

This is a multi-role position to include the following:

The A/P Clerk performs a variety of accounting clerical tasks related to the maintenance/processing of payable account records/ invoices for Company’s various clients and vendors. Performs payroll functions for the Manager to ensure employees are paid in an accurate and timely manner. 

The A/R Clerk performs a variety of accounting clerical tasks related to the maintenance and processing of receivable account records and invoices for the Company’s various clients. 

The Human Resources Assistant is responsible for various Human Resources functions. This includes a variety of responsibilities such as: administrative functions, recruiting and onboarding, workers’ compensation, safety team planning, and benefits administration. 

A/P Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

1. Invoice Processing:
   • Receive and review vendor invoices for accuracy, completeness, and compliance with company policies.
   • Code and enter invoices into the accounting system with attention to proper account coding and cost centers.
   • Ensure timely and accurate processing of all invoices.
2. Payment Processing:
   • Schedule and process payments to vendors based on agreed-upon payment terms and discount opportunities.
   • Reconcile payment records to bank statements and resolve any discrepancies.
   • Communicate with vendors to address payment inquiries and discrepancies.
3. Vendor Management:
   • Maintain up-to-date vendor records, including contact information, payment terms, and W-9 forms.
   • Establish and foster positive relationships with vendors and address any issues or concerns promptly.
   • Conduct periodic vendor statement reconciliations.
4. Compliance and Documentation:
   • Ensure compliance with internal controls and financial policies in the accounts payable process.
   • Maintain organized and well-documented records for audit purposes.
   • Stay informed about changes in accounting standards and best practices related to accounts payable.

A/R Essential Duties and Responsibilities

1. Invoicing and Billing:
   • Generate and distribute accurate and timely invoices to customers, ensuring adherence to contract terms and billing schedules.
   • Verify that all relevant information, such as purchase orders and supporting documentation, is included in the invoicing process.
2. Payment Tracking:
   • Monitor customer accounts for timely payment and follow up on overdue accounts.
   • Utilize accounting software to track and record customer payments, applying them to the appropriate invoices.
   • Collaborate with the sales team to resolve payment discrepancies or disputes.
3. Cash Application:
   • Apply customer payments accurately and reconcile discrepancies between payments received and invoiced amounts.
   • Manage and reconcile daily bank deposits to ensure accurate recording of cash receipts.
   • Investigate and resolve unidentified or misapplied payments.
4. Customer Communication:
   • Respond to customer inquiries regarding invoices, account statements, and payment details.
   • Provide excellent customer service by addressing customer concerns, resolving issues, and ensuring customer satisfaction.
   • Work closely with the sales and customer service teams to address customer billing inquiries.
5. Credit Management:
   • Evaluate and establish credit terms for new customers in collaboration with the sales and finance teams.
   • Monitor customer credit limits and take appropriate actions to address credit risks, such as placing accounts on hold or adjusting credit terms.
6. Collections:
   • Initiate and execute collection efforts for overdue accounts, sending reminders and statements.
   • Collaborate with collection agencies or legal resources if necessary, following established collection procedures.
   • Maintain accurate and up-to-date records of collection efforts.
7. Aging Reports:
   • Generate and analyze accounts receivable aging reports to identify and address overdue accounts.
   • Provide regular reports to management on the status of accounts receivable and collection efforts.
8. Month-End Closing:
   • Assist in the month-end closing process by preparing accruals, reconciling accounts receivable sub-ledger to the general ledger, and generating relevant reports.
   • Collaborate with the accounting team to ensure accurate financial reporting.
9. Customer Relations:
   • Cultivate positive relationships with customers by addressing their inquiries professionally and efficiently.
   • Collaborate with sales and customer service teams to understand customer needs and preferences.

Human Resource Assistant Essential Duties and Responsibilities

1. Onboarding:
   • Facilitate the onboarding process for new employees, ensuring that required paperwork is completed accurately and timely.
   • Conduct orientation sessions to introduce new hires to company policies, procedures, and workplace culture.
2. Employee Records:
   • Maintain accurate and up-to-date employee records, including personnel files, benefits information, and performance evaluations.
   • Assist in the implementation and management of electronic HR systems to streamline record-keeping.
3. Benefits Administration:
   • Support benefits administration by assisting employees with benefit enrollment, changes, and inquiries.
   • Coordinate with external benefit providers to ensure accurate and timely processing of employee benefits.
4. HR Compliance:
   • Stay informed about changes in employment laws and regulations to ensure the company's compliance.
   • Assist in conducting audits and assessments to verify compliance with HR policies and procedures.
5. Employee Relations:
   • Act as a liaison between employees and management, helping to address concerns and facilitate positive employee relations.
   • Contribute to the development and implementation of employee engagement initiatives.

OFFICE Assistant Essential Duties and Responsibilities

1. General Administrative Support:
   • Provide administrative support to various departments, including data entry, filing, and managing office supplies.
   • Handle incoming calls, emails, and correspondence, directing inquiries to the appropriate departments.
2. Communication Handling:
   • Manage and route incoming communication to the appropriate personnel.
   • Prepare and distribute internal and external communications, as needed.
3. Facilities Management:
   • Assist in maintaining a clean and organized office space, liaising with building management for maintenance needs.
   • Coordinate office equipment repairs and replacements.
4. Document Management:
   • Maintain and organize physical and digital files, ensuring proper record-keeping.
   • Assist in the creation and formatting of documents, presentations, and reports.
5. Adaptability:
   • Demonstrate flexibility to take on additional tasks and responsibilities as needed to support the smooth functioning of the office.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• General understanding of accounting practices and principles
• Experience with automated accounting programs and systems (Quickbooks, Netsuite, Microsoft Business Central)
• Working knowledge of the Microsoft Office (e.g., Word, Excel, Outlook)
• Excellent computer skills using 10-Key by touch and ability to type 40 WPM
• Must possess proficient ability to communicate in English in oral and written format
• Ability to apply discretion and trust with confidential material
• Ability to maintain a high level of accuracy in preparing and entering financial data
• Ability to effectively apply analytical and problem solving skills
• Excellent time managing skills with the ability to multi-task, prioritize, and meet deadlines

Physical Demands and Work Environment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. 

Physical Demands:

1. Sedentary Work:
   • The primary nature of the work involves sitting at a desk or computer workstation for extended periods to perform tasks related to accounts payable, accounts receivable, human resources, and office assistance.
2. Data Entry and Computer Use:
   • Extensive use of computers and input devices for data entry, analysis, and communication. This requires good vision, manual dexterity, and the ability to focus on detailed information.
3. Multi-Tasking:
   • The role may involve managing multiple responsibilities simultaneously, requiring effective multitasking skills.
4. Occasional Standing and Walking:
   • There may be occasional requirements to stand, walk, or move around the office for tasks such as filing, attending meetings, or assisting with general office duties.
5. Communication:
   • Effective verbal and written communication skills are essential for interacting with team members, vendors, customers, and other stakeholders.
6. Occasional Lifting and Carrying:
   • While not the primary responsibility, there may be instances where lifting or carrying of office supplies, packages, or materials is required.

Work Environment:

1. Office Setting:
   • The work is primarily conducted in an office setting, with a climate-controlled environment and a standard office desk setup.
2. Collaborative Workspace:
   • Collaboration with team members and interaction with various departments is common. Open communication and teamwork are essential for success.
3. Noise Levels:
   • The office environment may have moderate noise levels due to conversations, phone calls, and general office activities.
4. Confidentiality:
   • Given the involvement in human resources and financial functions, maintaining confidentiality of sensitive information is crucial.
5. Stressful Situations:
   • The role may involve handling time-sensitive tasks and addressing inquiries or issues from various departments, requiring the ability to manage stress effectively.
6. Adaptability:
   • The work environment may require adaptability to shifting priorities, occasional interruptions, and the ability to handle diverse responsibilities.
7. Professionalism:
   • Maintaining a professional demeanor in interactions with internal and external stakeholders is important for fostering positive working relationships.