What are the responsibilities and job description for the Accounting Administrative Assistant position at Harris Refrigeration Service, Inc.?
ACCOUNTING AND ADMINISTRATIVE ASSISTANT
GENERAL JOB FUNCTION
ASSIST OFFICE MANAGER BY PREPARING AND PROCESSING ACCOUNTS PAYABLE AND ACCOUNTS RECEIVABLE INVOICES AND ASSISTING WITH OTHER ACCOUNTING TASKS AS DIRECTED.
JOB DESCRIPTION
1. OPEN MAIL DAILY
- STAMP, SORT AND DISTRIBUTE
2. DEPOSITS
- PREPARE DEPOSIT AND POST TO CASH RECEIPTS IN QUICKBOOKS
- PREPARE MANUAL DEPOSITS WHEN NEEDED
3. ANSWER PHONE (AS BACKUP FOR DISPATCHER)
4. SERVICE CALLS WHEN DISPATCHER IS BUSY
5. PAYROLL
- PREPARE SPREADSHEET BY TASK CODES FOR TECHNICIANS AND HELPERS WEEKLY
- FAX REQUEST FOR MVR TO INSURANCE AGENT
- SCHEDULE PRE-EMPLOYMENT EXAMS
- GATHER NEW EMPLOYEE INFORMATION AND CREATE NEW HIRE’S FOLDER
6. ACCOUNTS PAYABLE
- MATCH RECEIVING TICKETS TO BILLS
- RECORD GL CODES
- POST BILL BY GL CODES IN QUICKBOOKS
- RECONCILE BILLS TO VENDOR STATEMENTS MONTHLY
- PREPARE CHECK SELECTION
- MAINTAIN FILES ON PAID BILLS
- CALL VENDOR REGARDING DISCREPANCIES & OUTSTANDING CREDITS DUE
7. ACCOUNTS RECEIVABLE
- ADDRESS & CHECK EXTENSIONS OF AMOUNT BILLED
- TYPE INVOICES FOR PURCHASE OF GOODS AND QUOTED JOBS
- ACQUIRE PURCHASE ORDER NUMBERS WHEN REQUIRED
- ADD NEW CUSTOMERS INTO DATA BASE
- POST INVOICES BY GL CODES IN QUICKBOOKS
- RECONCILE AR MONTHLY
- MAIL CUSTOMER STATEMENTS
- CALL PAST DUE CUSTOMERS IN SPARE TIME – NOTIFY OFF.MGR OF ANY DISPUTES
8. MAINTAIN PLANNED SERVICE SCHEDULE
- PREPARE SPREADSHEET FOR SCHDULING AND RENEWAL OF AGREEMENTS
- ASSIST SERVICE DEPARTMENT IN SCHEDULING MAINTENANCE
- MAIL NOTICES TO PS CUSTOMERS UNABLE TO REACH BY PHONE
- POST RENEWALS AND CLEAN & CHECK TO SPREADSHEET
- UPDATE SCHEDULE PERIODICALLY AND ADD NEW PS CUSTOMERS
- MAINTAIN FILES ON EACH P.S. CUSTOMERS
9. CREATE AND FILE WARRANTY CARDS
10. RESPONSIBLE FOR FILING
11. MISCELLANEOUS TYPING OF VARIOUS FORMS SUCH AS CREDIT APPLICATIONS, REQUEST FOR CREDIT REFERENCES, HAZARDOUS SHIPPING DOCUMENTS, ETC.
12. ORDER AND MAINTAIN STOCK OF OFFICE SUPPLIES
13. SCHEDULE MONTHLY SAFETY MEETINGS AND DOCUMENTATION OF AND FILING OF SAFETY MEETINGS, SAFETY TRAINING, & TECHNICAL TRAINING. ASSIST WITH OTHER VARIOUS SAFETY DOCUMENTATION AS NEEDED FOR ISNETWORLD OR CUSTOMERS.
14. ASSIST OFFICE MANAGER AS NEEDED.
Job Type: Full-time
Pay: $19.00 - $23.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Vision insurance
Schedule:
- Monday to Friday
Work Location: In person
Salary : $19 - $23