Accounts Payable and Human Resources Assistant

Job Description:

We are seeking a detail-oriented and proactive Accounts Payable and Human Resources Assistant to support our operations. This role is responsible for managing accounts payable, negotiating with vendors, and handling essential office and HR administrative duties.

Key Responsibilities:

1. Accounts Payable Management: Process invoices, ensure timely payments, and maintain accurate financial records.
2. Vendor Negotiations: Communicate with vendors to negotiate pricing, payment terms, and resolve discrepancies.
3. Invoice Reconciliation: Match purchase orders with invoices, verify approvals, and prepare payments.
4. Expense Tracking: Maintain records of expenses and assist in budget management.
5. HR Administrative Support: Assist with onboarding new employees, maintaining personnel files, and handling basic HR documentation.
6. Payroll Assistance: Support payroll processing by ensuring employee records are up to date.
7. Office Coordination: Manage office supplies, equipment maintenance, and general administrative tasks.
8. Compliance & Record-Keeping: Ensure adherence to company policies and assist in maintaining compliance with labor laws.
9. Employee Relations Support: Address basic HR inquiries and direct complex issues to the appropriate department.
10. Communication & Correspondence: Handle emails, calls, and documentation related to accounts payable and HR functions.
11. Process Improvement: Identify areas for efficiency improvements in AP and administrative processes.

Qualifications:

• Experience in accounts payable, vendor negotiations, or a similar finance role.
• Familiarity with HR administrative tasks and office management.
• Strong attention to detail, organizational, and multitasking skills.
• Proficiency in accounting software (QuickBooks) and Microsoft Office (Excel, Word, Outlook).
• Excellent communication and problem-solving abilities.

This is a full-time position requiring 40 hours of work per week Monday-Thursday. Occasional Friday work may be remote.

Competencies:

• Ethical Conduct
• Time Management
• Organizational Skills
• Financial Management
• Project Management
• Attention to detail
• Proficiency with QuickBooks and Microsoft Excel skills

Work Environment:

This job operates in a professional office environment. The employee routinely uses standard office equipment such as computers, phone, photocopiers, filing cabinets, and fax machines.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle, or feel; and reach with hands or arms. Must be able to lift 10 pounds.

Required Education and Experience:

• Associate's or bachelor's degree in Accounting or Business
• 1 year of related experience

Proficiency in using computer, QuickBooks, Microsoft Word, Excel, Outlook, and PowerPoint.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time without notice.

Reports to:

Finance/Accounting Analyst/s