Accounting & Office Assistant

Description

Fundamental Objective:

Under the direct supervision of the Controller, the Accounting & Office Assistant performs administrative tasks in the Finance & Accounting Department. They will compile, compute, and record minor accounting transactions, and perform administrative duties for accounting purposes. Duties may include data entry, filing, document scanning, opening and sorting mail, fielding telephone calls, receiving and directing visitors, and word processing. This position will assist personnel with duties that include maintaining accounting files and records, and providing general information to customers as needed or required.

Essential Functions:

Accounting duties may include, but are not limited to the following:

• Scanning of paper invoices into automated system.
• Manage A/P email box by routing invoices and other correspondence to the assigned Staff Accountant.
• Forwarding PO in the A/P Inbox to the correct company.
• Download online invoices and send to MV (PG&E, SoCalGas, SoCal Edison, SSJMUD, Pitney Powes, Purchase Power, etc…)
• Assist with coding and distributing vendor invoices to appropriate personnel for approval.
• Review vendor AP statements and request any missing invoices from vendors.
• Scanning Bi-Weekly HEC invoices into automated systems and on the share drive.
• Timely scan deposits to the shared drive.
• As directed, assist with the annual processing of 1099 statements in accordance to company guidelines.
• Make online payments as directed by controller.
• Process and prepare memos, correspondence, certified mail, or other documents, as needed for the department.

Mail Handling

• Responsible for refilling postage on the US mail stamp meter unit.
• Weigh and stamp all outgoing mail.
• Utilize company vehicle to pick up incoming mail, and drop off outgoing office mail to the post office.
• Sort, “date stamp”, and distribute all incoming mail daily.
• Responsible for overnight shipping (FedEx, UPS, etc…) and receiving.

Administrative duties may include, but are not limited to the following:

• Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations;
• Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided;
• Hear and courteously take complaints from customers or the public, and route the information to the appropriate department for prompt resolution;
• Responsible for maintaining the Finance & Accounting Department calendar, including employee out of office, meetings, and other department business;
• Assist the Controller and CFO with various clerical and administrative support as needed.
• Open and close the office kitchen daily.
• Maintain the office supply inventory.
• Responsible for the company vehicle spare keys, using a sign-out and sign-in sheet for employees approved to drive company vehicles.
• Perform a daily office inspection to check 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 calling the selected contractor to initiate the work.
• Maintain current insurance certificates for all contractors approved by the CFO.

Requirements

Knowledge, Skills & Abilities:

• Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, and/or approaches to problems.
• Ability to listen and understand information and ideas presented through spoken words and sentences, and the ability to communicate information and ideas in speaking so others will understand.
• Ability to read and understand information and ideas presented in writing and the ability to communicate information and ideas in writing so others will understand.
• Ability to read, write, and speak English including the meaning and spelling of words, rules of composition, and grammar.
• Ability to learn and understand job requirements and work under general supervision after initial training.
• Ability to develop specific goals and plans in order to prioritize, organize, and accomplish your work.
• Ability to efficiently communicate with business partners, supervisors/managers, peers, or subordinates in verbal or written form.
• Ability to work overtime as needed with approval.
• Ability to proficiently use a ten-key calculator by touch.
• Data Entry: Proficient in alpha-numeric data entry.
• Ability to work in a multi-company, large volume environment meeting specific deadlines and timetables.

Education and Work Experience:

1. High school graduate or equivalent.

Minimum Qualifications & Work Experience:

• Three years experience in a supporting accounting role, with computerized accounting experience.
• Valid California driver's license and motor vehicle record acceptable according to Company auto insurance carrier's guidelines.
• Must be Bilingual and fluent in both English and Spanish, with the ability to interpret verbally and in writing.
• Proficient in alpha-numeric data entry.

Physical Demands & Environmental Conditions:

• General office environment: work is generally sedentary in nature, but may require standing and walking for up to walking for up to 10% of the time. The working environment is generally favorable.
• Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc.
• Ability to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• Talking: Expressing or exchanging ideas by means of the spoken word; including those activities where detailed or important spoken instructions must be conveyed to others workers accurately, loudly, or quickly.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound.
• Repetitive Motion - General: Repetitive motions: making substantial movements (motions) of the wrists, hands, and/or fingers.
• Vision - Office: Office incumbent is required to have close visual acuity to perform activities such as preparing and analyzing data, transcribing, and/or viewing a computer terminal.