Purchasing Assistant/Accounting Clerk

The Purchasing Assistant/Accounting Clerk is a vital part of our organization’s financial operations. In this role, you will support essential accounting functions, perform a variety of general accounting support tasks, ensuring accuracy in financial record-keeping and supporting day-to-day operations.

ESSENTIAL JOB FUNCTIONS:

• Data Entry:Enter and maintain data in the computer system using defined programs (Sage and QuickBooks).
• Bank Deposits:Prepare and handle bank deposits and process accounts receivable checks.
• Purchasing:Assist with purchasing and procurement duties, including tracking and preparing orders, maintaining vendor records, and verifying expenses.
• Financial Record Maintenance:Update and maintain accounting journals, ledgers, and other records detailing financial business transactions (e.g., disbursements, expense vouchers, accounts payable).
• Verification & Reconciliation:Verify the accuracy of invoices and other accounting documents; reconcile records with internal employees, management, external vendors, or customers.
• Reporting:Compile data and prepare a variety of accounting reports as needed.
• Discrepancy Resolution: Investigate questionable data and recommend actions to resolve discrepancies.

QUALIFICATION REQUIREMENTS:

• In lieu of a Bachelor's degree, a minimum of 2 years of experience in a financial environment is required.
• Proficient knowledge of Microsoft Office, especially Excel.
• Experience with Sage and QuickBooks is preferred.
• Ability to work independently with minimal supervision while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.
• Strong work ethic with an emphasis on attention to detail.
• Analytical problem-solving ability.
• Strong verbal and written communication skills.
• Ability to work well under pressure, meet short deadlines, and multi-task.

PHYSICAL DEMANDS ANALYSIS:

• Physical Activity: Primarily sedentary office work, including prolonged periods of sitting, data entry, and using office equipment (computer, telephone, copier). Must be able to lift up to 20lbs.
• Cognitive Requirements:Ability to perform complex calculations, compare financial data, edit records, evaluate discrepancies, and maintain a high level of accuracy in documentation.
• Environmental Factors: Work is performed in a climate-controlled office environment with a quiet to moderate noise level.

SOCIAL CONTACTS:

• Internal: Frequent contact with associates and management to reconcile records and verify information.
• External: Moderate contact with vendors or customers regarding payments, invoices, and general accounts receivable inquiries.