Office Clerk

We are seeking a detail-oriented and organized Office Clerk to join our team. The Office Clerk will provide support to the Accounts Payable department with data entry, electronic filing, credit card receipts processing, W-9s, Certificates of Insurance (COIs), and other clerical tasks. Additionally, this role will assist the Safety Director with new hire onboarding, scheduling safety training sessions, and maintaining safety-related records. The ideal candidate will be reliable, proactive, and able to handle multiple tasks efficiently in a fast-paced environment.

Key Responsibilities:

Accounts Payable Support:

• Perform accurate and timely data entry for invoices, purchase orders, and other financial documents.
• Process accounts payable invoices, ensuring accuracy and proper coding to the correct accounts and cost centers.
• Match purchase orders, receiving documents, and invoices to verify accuracy before processing payments.
• Reconcile vendor statements and resolve discrepancies in a timely manner.
• Manage electronic filing of AP documents, including invoices, receipts, W-9s, and COIs.
• Assist in month-end closing processes, including accruals and reconciliations.
• Track and process credit card receipts and reconcile them with statements.
• Assist in preparing reports and maintaining accurate records of all accounts payable transactions.
• Assist with verifying vendor information and maintaining updated vendor files.
• Perform general clerical duties, including filing, scanning, and organizing financial documents.
• Support the AP team with other clerical duties as needed.

Safety Department Administrative Support:

• Assist with the safety part of new hire onboarding, including collecting and filing required safety documentation.
• Schedule and track safety training sessions for new and current employees.
• Maintain accurate and up-to-date safety training records and certifications.
• Coordinate and schedule safety training sessions, meetings, and inspections.
• Prepare and distribute safety communications and reminders as directed by the Safety Director.
• Maintain accurate and up-to-date records of safety inspections, audits, incident reports, and training completion.
• Act as a liaison between the Safety Department and other departments, ensuring smooth communication and coordination.
• Monitor and maintain inventory of safety supplies, including personal protective equipment (PPE), first aid kits, and other safety related materials.
• Place orders and ensure timely restocking of essential safety supplies.
• Help prepare for safety audits and inspections by ensuring all necessary documentation is complete and organized.
• Organize and manage safety files, ensuring easy retrieval and confidentiality of sensitive information.
• Assist in preparing safety reports, presentations, and other documentation.

General Office Duties:

• Answer phones, direct calls, and respond to inquiries in a professional manner.
• Assist with mail distribution, office supply orders, and other administrative tasks as needed.
• Ensure compliance with company policies and procedures.

Qualifications:

• High school diploma or equivalent; additional education or training in office administration or related field is a plus.
• Proven experience as an office clerk, administrative assistant, or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with accounting software.
• Strong organizational skills with attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.
• Knowledge of safety procedures and compliance is preferred but not required.

Working Conditions:

• Full-time position with standard office hours.
• Ability to work in a fast-paced environment with multiple priorities.
• May require occasional lifting of light office supplies or materials.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 10 hour shift
• 8 hour shift
• Day shift
• Monday to Friday
• Night shift
• No weekends

Work Location: In person

Salary : $17 - $20