Accounting Administrative Assistant

Ellens Equipment Inc is a family owned, agricultural, construction and landscaping equipment dealer. The company offers equipment repair services, parts and sales of several different types of equipment from a variety of manufacturers.

Authority: The Accounting Administrative Assistant is selected by the Owner and Office Manager and is delegated sufficient authority to accomplish the responsibilities, duties, goals and objectives that have been established for the position.

Essential functions:

• Performs typing, filing and general receptionist tasks.
• Promptly answers all telephone calls and directs them to the proper person to handle. Takes messages for employees who are out of the building or routes to another employee to handle.
• Opens and distributes all incoming mail, prepares all outgoing mail for mailing. Maintains, purchases and distributes the postage.
• Performs routine and daily accounting functions, with regard to cash procedures, accounts receivable, accounts payable, invoicing, general ledger, and payroll.
• Handles tax exempt documentation as well as warranty submission and registration.
• Drafts, prepares and gains approval for letters to go out to the community. These letters may include but are not limited to professional communication, thank you letters, warranty letters, request letters and employee letters.
• Creates forms as necessary and requested from any manager within Ellens Equipment. Forms such as donation request forms, job applications, internal communication forms etc.
• Provides support to the Accounting Manager for end‑of‑the‑month procedures, including running, sorting and mailing statements. Withholds overdue account statements and processes them for the necessary follow‑up procedures.
• Runs parts, sales and service reports as requested by departmental managers in a timely and accurate manner.

• Maintains a well‑groomed, professional appearance appropriate for the position and situation.
• Performs all other duties deemed necessary by the Office Manager.

Reports to:

Office Manager
Works with:
Sales, Parts and Service managers and staff

Education:

Required:

High School graduate or G.E.D.
Preferred:
Associate degree in business administration, accounting, secretarial science or other related field.

Experience: A minimum of one year experience in an office management, bookkeeping or administrative position is required. Two or more years experience in office management, bookkeeping or related positions is preferred. The ability to maintain company accounts, design reports and enter/retrieve information on an accounting and work processing software program is preferred.

Skills, Knowledge, and Abilities: The ability to communicate verbally and in writing and get along with people is very important. Knowledge of the accounting, including payroll, general ledger, accounts payable and accounts receivable is preferred. The ability to call past‑due accounts and post all accounting records accurately is required. The ability to maintain company accounts and information on a computer accounting software program is necessary.

Must be able to operate appropriate accounting software and word processing software with training. The ability to handle the General Ledger and any subsidiary journals of the accounting software accurately, completely and in a timely manner is required. Must be able to process designated reports from this information. The ability to handle telephones, messages, and walk‑in customers in a courteous and professional manner is required.

The Accounting Administrative Assistant must be able to produce and file all correspondence with other written documents associated with running Ellens Equipment Inc.

Mental Requirements: Must be able to read statements and invoices and other reports into appropriate bookkeeping and invoicing records. Must be able to communicate technical and accounting information to employees, customers, and outside parties in an accurate and concise manner in both a written and verbal mode. Language requirements are ability to communicate in English both verbally and in writing well enough to give…