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Administrative Assistant and Accounts Payable

Company: Laird Manufacturing
Location: Merced
Posted on: April 7, 2019

Job Description:

Administrative Assistant and Accounts Payable

Laird Manufacturing, is a leader in the agricultural cattle feeding industry, seeking an Accounts Payable for its Corporate facility located in Merced, California. The accounts payable clerk is responsible for the payment of goods and services purchased by the Company.

This role also serves as an auditor, ensuring that invoices are accurate and that proper accounting procedures are followed for the purchasing and payment of goods and services. This candidate should have experience in maintaining a database of financial information and be able to recognize and solve any problems that may arise. Accounts Payable will provide administrative support to the Accounting department and/or Management. Duties include general clerical, receptionist and project-based work. The candidate should project a professional company image through in-person and phone interaction.

Administrative Essential Responsibilities:



  • Type and word-process various documents and electronic information.

  • Manage, organize, and update relevant data using database applications.

  • Communicate and provide information by relevant methods internally and externally to assist and enable organizational operations and effective service to connecting groups.

  • Research and investigate information to enable strategic decision-making by others.

  • Arrange and participate in meetings, conferences, and project team activities.

  • Adhere to stated policies and procedures relating to health and safety, and quality management.

  • Adhere to procedures relating to the proper use and care of equipment and materials for which the role has responsibility.

  • Answer a high volume of calls and maintain a rapid response rate according to agreed standards.

  • File data and perform other routine clerical tasks as assigned and for other departments as needed.

  • Order and maintain relevant office supplies for effectiveness of personal duties.

  • Operate a variety of standard office machines, including a personal computer and a variety of computer software (QuickBooks), phone, fax, calculator, shredding machine and photocopy machine.

  • Communicate and liaise verbally and in writing between customers/suppliers/visitors/enquirers and relevant staff, and interpret and respond clearly and effectively to spoken requests over the phone or in person, and to verbal or written instructions.

  • Establish and maintain effective working relationships with co-workers, supervisors and the general public.

  • Perform reception duties in an efficient, professional and courteous manner.

  • Maintain regular consistent and professional attendance, punctuality, personal appearance, and adherence to relevant health & safety procedures.

  • Pursue personal development of skills and knowledge necessary for the effective performance of the role.

  • Other duties as assigned.



    Accounts Payable Essential Responsibilities:



    • Reviews all invoices for appropriate documentation needed (packing slips/proof of delivery form) and approval prior to payment.

    • Reconciles accounts by verifying entries and comparing system reports to balances.

    • Process discount opportunities on time; scheduling and preparing checks; resolve any in discrepancies, or payment discrepancies; insure credit is received for outstanding credit invoice memos.

    • Verify vendor accounts by reconciling monthly statements and related transactions.

    • Monitor all vendor payment agreements to find discounts that can be used to reduce invoice amounts.

    • Print and obtain signatures on all accounts payable checks.

    • Distribute signed checks as required.

    • Answers all vendor inquiries.

    • Maintain all accounts payable reports, spreadsheets and accounts payable files.

    • Communicate to Management of any invoices placed on hold, failed to receive, or past due.

    • Ensure all payments are paid on time.

    • Assists accounting and purchasing department as necessary.

    • Protects Company's information by keeping information confidential.



      Additional Responsibilities:



      • Provide office orientation for new employees.

      • Setup accommodation and entertainment arrangements for company visitors.



        Knowledge and Skill Requirements:



        • Basic reading, writing, and arithmetic skills required. This is normally acquired through a high school diploma or equivalent.

        • Proficient working with QuickBooks (3 years required).

        • Knowledge of Microsoft Office/Excel and telephone protocol.

        • Duties require professional verbal and written communication skills and the ability to type 50 wpm.

        • This is normally acquired through one to three years of clerical experience.

        • Accounting experience ( 1 -2 years required)

        • Strong understanding of General Ledger system and Accounts Payable processing



          Working Conditions:

          Working conditions are normal for an office environment.

          Laird Mfg. offers competitive compensation package including benefits, 401(k), vacation, sick pay, growth potential, and a challenging and exciting work environment.

          Laird Mfg. is an Equal Opportunity Employer.
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Keywords: Laird Manufacturing, Merced , Administrative Assistant and Accounts Payable, Administration, Clerical , Merced, California

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