Job Description

ACCOUNTS PAYABLE

We are hiring for a family owned candy manufacturing company, founded in 1932.  The majority of company employees work in production, with a relatively small office and administrative staff.  The Company also operates a subsidiary production facility located in Tijuana, Mexico.  There is an integrated computer system for accounting operations, and computer training is provided for office employees.

The successful candidate for this position will be highly motivated with a positive attitude and be a team player who is willing to learn in a busy office environment.  We are looking for a person with strong organizational and communication skills, who pays attention to detail, is able to handle multiple tasks and has an excellent attendance record.  The ability to speak and understand written Spanish is helpful, but is not a job requirement.

Company office hours are 6:00 am to 5:00 pm, Monday – Friday.

Accounts Payable hours are flexible 7:00-3:30 or 7:30-4:00 with a 30-minute lunch. Occasional overtime required.

POSITION OVERVIEW

The Accounts Payable/Receptionist reports to the Company Controller and works closely with the Accounts Receivable Department.  The person in this position is responsible for proper processing and payment of all company expenses, with the exception of payroll.  As a part of the office team, the Accounts Payable Associate works with Accounts Receivable, Customer Service, Purchasing and Inventory staff and performs other office functions and tasks as assigned.

RESPONSIBILITIES INCLUDE

• Daily entry and posting of all payables received, matching invoices against purchase orders and receiving paperwork.  Distribution of vouchered invoices for approval prior to payment.  Vendor Account maintenance including payment terms.  Accurate daily filing of paperwork. 
• Serve as receptionist for all incoming calls to the Company main line.  Forward calls to others or to their voice mail; take messages as necessary.  Monitor voice mail left during non-office hours.
• Timely payment processing to maximize discounts.  Distribution of a daily disbursement report that includes any automatic payments or transfers. Preparation of paperwork and processing of checks to be signed by authorized personnel.
• Maintenance of Accounts Payable Journals and the files kept for tax, fixed asset and depreciation reporting, Proactive maintenance of open purchase orders.
• Posting of transactions with Mexican Subsidiary. Preparation of invoices and other paperwork for import/export between US and Mexican entities.  Process fund transfers to Mexico.
• Entry of freight cost information into freight costs tables.
• Ability to help with other office functions including Account Receivable, Customer Service, Purchase Order Processing and Inventory Management.
• Assist with Period Close accounting procedures.
• General office administration regarding supplies, mail distribution, and office machine maintenance.
• Other tasks and projects as assigned.

PHYSICAL REQUIREMENTS

Able to sit, stand, bend and walk in the course of normal duties.

Hand and wrist coordination for data entry input.

Able to perform close-up computer work (with or without aid of eye glasses or contact lenses).

WORKING CONDITIONS

Office Environment, second floor, no elevator.

Dress code - Conservative business casual attire; close-toed shoes required for plant related projects.

EDUCATION/EXPERIENCE

High School Graduate required

Completion of Accounting courses

Three years Accounting experience, particularly Accounts Payable experience, preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Accounting and Accounts Payable experience.  Able to use integrated accounting software.  Accuracy in all work is essential.
• Good working knowledge of electronic documentation management systems.  Proficiency in Microsoft Word, Excel, Outlook, and other office systems.
• Must possess excellent verbal and written communication skills.  Must be able to communicate clearly with co-workers and company business partners.  Maintain consistency of format and grammar in all projects and forms of communication.
• Well organized with strong analytical and problem-solving skills.  Ability to gather, interpret and proactively act on data with minimal supervision.  Know when to question data; ability to seek and find resolution before proceeding in order to eliminate wasted time and errors.
• Able to follow directions, manage multiple tasks, and respond to urgent requests in a positive manner.
• Attention to detail, quality work, organization, and great follow-up skills essential.  Ability to prioritize incoming tasks and routine workload in a fast-paced environment in order to meet deadlines.
• Punctual, with excellent attendance record.  Willing to work over-time as necessary.
• Maintain Confidentiality pertaining to all company information and transactions.

A pre-employment physical, including a drug test, is a part of the company hiring process.  Company benefits include Medical, Dental, Vision and Term Life insurance coverage and the company pays the major portion of premiums for these benefits.  Additional benefits include paid holidays and vacation, optional additional term life and disability insurance, and a Simple IRA retirement plan.

Company Description

We want to help job seekers put their talents to work in positions that suit their skills and stimulate their success. We are committed to connecting great companies with great employees and opening up opportunities for both by providing the highest quality of outsourced employment and human resource services.