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Bilingual Office Clerk

4 months ago

Chicago, United States FAMILY FOOD DISTRIBUTORS Full time

**Job Title**:
Office Clerk

**FLSA Status**:
Non-exempt

**Department/Level**:
Finance

**Reports to (primary)**:
Ivan Flores

**Reports to (dotted line)**:
Controller

**Supervises**:
N/A

**Job Purpose**

The office clerk is responsible for creating financial documents like credit memos and invoices for customers to receive. Their duties include processing bills from clients or customers, overseeing the review of monthly balances across departments and maintaining organized financial records of invoices and other documents. This is a full-time position.

**Essential Job Functions**
- Answering the phone at a reception desk or in a specific department and transferring calls as needed
- Review and discuss essential freight documentation.
- Prepare, process, arrange, and coordinate all paperwork for incoming and outgoing shipments.
- Coordinate all intercompany and contract warehouse shipments.
- Complete accurate and timely scheduling for dispatching of trucks to ensure the flow of product meets customer demands.
- Generate and issue customer invoices, updates sales orders and credit memos in accordance with jobs/projects.
- Prepare and deposit checks daily, record and post cash receipts to customer accounts.
- Maintain updated systems for filing, inventory, and mailing.
- Assist different departments with necessary information.
- Work with the internal technologies required for daily functions such as AVPN, Sage 300 and reports.
- Sorting and delivering incoming mail and collecting and sending outgoing mail.
- Making logístical arrangements for meetings or conferences, including booking travel, making reservations, or organizing rentals
- Running errands and making deliveries around the office or to external parties
- Collecting, filing, and organizing office documents, such as reports and confidential records.
- Monitoring office inventory and ordering supplies
- Transcribing or taking notes during meetings and writing minutes, memos and/or agendas.
- Preparing or processing invoices or estimates
- Assisting with accounts payable and accounts receivable, including simple bookkeeping and banking tasks
- Packaging and shipping company materials
- Perform other duties as assigned.

**Qualifications**
- High School Diploma required.
- Experience with ERP systems required, preferably SAGE.
- 2+ years’ experience in an office environment required.
- Bilingual required, proficiently able to speak, read, and write in English and Spanish.
- Experience in purchasing in food industry preferred.

**Knowledge, Skills and Abilities**
- Proficient in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint
- Proficient in SAGE 300 ERP program.
- Proficient in inventory control tools and programs.
- Proven experience as _billing clerk_ or _general accounting experience_
- Skillful in negotiating contracts and prices with vendors.
- Excellent math ability
- Solid organizational skills
- Able to travel domestically and internationally.
- Knowledgeable and skillful in pricing and costing.
- Able to manage projects from beginning to completion.
- Skillful in performance of assigned job duties and continually strives to improve job performance.
- Possesses excellent analytical and relational problem solving skills.
- Organized and detail-oriented.
- Knowledgeable of procedures.
- Successfully maintains confidential information.
- Possesses excellent telephone communication skills.
- Possesses an overall positive attitude.

**Physical Demands of the Job**

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is required to stand; walk; sit for extended periods of time; turn the head and torso, use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell; and have full power of speech.
- The ability to travel domestically and internationally is required.
- Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus

**Work Environment**

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee may be exposed to weather conditions prevalent at the time.
- The noise level in the work environment is usually moderate.

**Employee Acknowledgement**

This job description is not intended to be all-inclusive. This position may be assigned to perform other rel