Accounting Clerk​/admin

Administrative Assistant

This entry-level Accounting Clerk/Administrative Assistant role supports a small, close-knit office by managing front desk activities, handling multi-line phone calls, and performing a wide range of administrative and clerical tasks. The position requires a friendly, professional individual who enjoys working with people, can multi-task effectively, and collaborates well with a team. The role involves extensive use of Microsoft Office and Quick Books, as well as regular interaction with administrative and operations staff to keep daily business functions running smoothly.

Responsibilities

• Answer and manage multi-line phone systems in a professional, courteous, and efficient manner while providing a positive experience for callers.
• Perform general office duties, including filing, scanning, and organizing documents to maintain accurate and accessible records.
• Assist administrative and operations staff as needed with day-to-day tasks and special projects.
• Open and sort incoming mail, ensuring that documents and correspondence reach the appropriate recipients promptly.
• Enter invoices into Quick Books accurately and in a timely manner.
• Match payments in Quick Books to corresponding invoices and records to maintain accurate financial data.
• Support accounts receivable activities, including assisting with AR collection reports, as needed.
• Enter weekly employee timecards accurately for payroll and recordkeeping purposes.
• Prepare and maintain a bi-weekly payment run in Excel, ensuring all information is complete and accurate.
• Enter invoices into state-provided Excel templates for sales tax reporting.
• Reconcile smaller credit card statements, including Amazon and other designated accounts, ensuring charges are properly coded and documented.
• Process and enter UPS bills and related charges into the appropriate systems.
• Assist with service trip entry as needed, ensuring all details are captured and recorded correctly.
• Provide front desk coverage, including greeting visitors and offering general customer service support.
• Perform data entry tasks with a high level of accuracy and attention to detail across multiple systems and documents.

Essential Skills

• 1–2 years of administrative experience in an office environment.
• Proficiency with multi-line phone systems and the ability to handle calls in a pleasant and professional manner.
• Strong multi-tasking skills with the ability to manage multiple responsibilities simultaneously.
• Ability to work collaboratively as part of a small team and contribute to a positive office culture.
• Working knowledge of Microsoft Word for creating and editing documents.
• Working knowledge of Microsoft Excel for data entry, spreadsheets, and payment run preparation.
• Experience using Quick Books for invoice entry, payment matching, and basic financial tasks.
• Proficiency in general office tasks, including filing, scanning, and document organization.
• Accurate and efficient data entry skills with strong attention to detail.
• Customer service skills, including clear communication and a professional demeanor when interacting with callers and visitors.
• Basic proficiency with Microsoft Outlook or similar tools for email and calendar management.
• Ability to provide administrative support across a variety of tasks and priorities.

Additional Skills & Qualifications

• Experience with accounts receivable (AR) and accounts payable (AP) functions.
• Familiarity with preparing AR collection reports.
• Experience entering invoices into state Excel templates for sales tax reporting.
• Experience reconciling credit card statements, including smaller accounts such as Amazon and similar vendors.
• Comfort working in a front desk or reception role.
• Strong organizational skills and the ability to maintain orderly records and files.
• Comfort working with service-related data, such as service trip entries.
• Interest in supporting a business involved in advanced manufacturing technology, such as CNC tube bending and laser cutting equipment.

Work Environment

This role is based in a very small, tight-knit office environment where team members work closely together and build long-term relationships. The office values collaboration, mutual respect, and a supportive atmosphere, so it is important that the Administrative Assistant enjoys working in a small team and can "play well in the sandbox." Many team members have long tenures, reflecting a stable and committed workplace culture.

The position follows a regular office schedule, typically from 7:30 a.m. to 4:00 p.m. Monday through Thursday and 7:00 a.m. to 3:00 p.m. on Friday. The work involves daily use of computers, Microsoft Office applications, Quick Books, and standard office equipment such as scanners and multi-line phones. The environment is professional yet close-knit, offering an opportunity to become an integral part of a small, dedicated team.

Job Type & Location

This is a Contract position based out of Madera, CA.

Pay and Benefits

The pay range for this position is $20.00 - $23.00/hr eligibility…