Accounting Administrative Assistant

2 weeks ago

Jacksonville, United States GROWMARK, Inc. Full time

At Prairieland FS, you have the opportunity to make an immediate impact. Working with the industry's top professionals, you'll develop new expertise through varied job experiences and company-sponsored training programs. And you'll be recognized and rewarded for your contributions. Plus, FS believes in attracting and retaining diverse talent. You can contribute your unique experiences and background to build a community that fosters mutual respect and meaningful relationships.

Assistant Controller STATUS: Non-Exempt

Under the direction of the Assistant Controller, this role is responsible for processing all properly approved invoices presented to the company for payment and developing processes and procedures to improve efficiencies. Additionally, this role assists with customer payment receipts, company payment clearing, preparation of statements, and various other documents.

ESSENTIAL JOB FUNCTIONS

Answer the phone and direct customers to the appropriate department while providing exceptional customer service. Ensures the timely processing of invoices and credits to maximize available discounts and minimize additional service charges. Review invoices for proper authorization and account coding. Prepares invoices for product/expense deadlines and meets deadlines monthly. Verifies and corrects vendor data, payments, invoices, credits, and discount terms, including verifying invoices to reflect the appropriate sales tax amount before entering them into the computer. Communicate professionally with staff and vendors regarding missing documentation, approvals, pricing, or any other discrepancies. Assures that sales taxes are paid or accrued. Enter new vendors into the system and update information in the master files as needed. Assures that items received for resale have been physically received before the invoice is processed. (A receipt of the product is attached to the Research vendor complaints/problems/check issues. Prepares analysis of invoices as requested. Files paid invoices daily. Maintains all payables files in accordance with retention guidelines. Keep track of prepay invoices and enter them into an Excel spreadsheet. Reviews and monitors expenditures for propriety. Alerts management where individual expenditures seem excessive or not in keeping with company guidelines. Writes/stamps/stuff/mail checks daily. Process daily sales from GROWMARK. Processes paid on accounts daily. In charge of machine maintenance. Corresponds to company locations to resolve A/R and Credit Card payment problems, including unmatched Agvance Reports. Reconciles Credit Card statements monthly. Deal with sales tax issues/questions from locations/vendors. Works directly with credit manager to charge back returned checks monthly. Reconciles account statements monthly. Runs statement process at the end of each month. Finalize reconciliation of prepay balances to financial trial balance monthly. Reports 1099 at calendar year-end. Prepares and sends out privacy notices once a year.

OTHER JOB FUNCTIONS

Performs all other duties as assigned.

REQUIREMENTS

Educations and Experience

Normally requires a high school diploma or equivalent and two (2) or more college years directed towards accounting or experience in an office-controlled environment. Understanding and experience with reconciliation, accounts payable and receivable, inventory, internal controls, petty cash, and billing. Proficient in Microsoft Excel. Ability to maintain confidential and accurate records.

Functional Competencies

Proven professional communication, persuasion, and customer service skills. Proven team-building skills and the ability to work independently and in a team-oriented environment. Demonstrated planning, organization, time management, and problem-solving skills. Ability to use the computer and “attention to detail” skills and use the computer to enhance business processes. Excellent written and verbal communication skills.

Core Competencies

Demonstrated core competencies, including business knowledge, collaboration, communication, customer focus, decision-making, and skill development.

Other Requirements

Ability to work hours other than those considered normal at various times throughout the year to meet deadlines and demands. Must have and maintain a valid driver’s license and satisfactory driving record. Ability and willingness to participate in required training, including education on policies and procedures and additional training related to the position's requirements.

EMPLOYEE MISSION STATEMENT

Prairieland FS, Inc. strives to provide a Total Rewards package that delivers exceptional pay for exceptional performance, recognizes your dedication to our mission, and helps us attract and retain the highest caliber of talent.

We are an equal opportunity employer.

Accounting Administrative Assistant Full Time Jacksonville IL

Prairieland FS, Inc. is an equal opportunity employer, always looking for hardworking individuals to join our team.

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