Office Assistant
- Manage general office tasks including answering phones, filing, scanning, copying, ordering office supplies and running small errands
- Input vendor invoices and credits into QuickBooks Desktop using appropriate general ledger (G/L) codes
- Verify invoice pricing accuracy against quotes, packing lists, and purchase orders Reconcile time-and-material invoices against work orders to verify accuracy of billing Work with vendors to resolve billing discrepancies
- Assist with credit card reconciliations
- Enter outgoing payment information on positive pay spreadsheets
- Complete and process credit applications, tax-exempt documentation, and W-9 forms to establish new vendor accounts.
- Prepare, issue, and track customer A/R invoices to ensure accurate financial reporting.
- Monitor and post incoming payments
- Process weekly payroll data for hourly staff and submit to management for final approval.
- Investigate and resolve minor payroll discrepancies in compliance with company policies.
- Maintain data on various spreadsheets.
- Travel to other local Pittsburgh facility locations as needed to support administrative operations up to 25% of the time.
- Minimum of 2 years’ experience in an accounts payable/receivable or administrative role required, with preference to past accounts payable/receivable experience.
- Experience with QuickBooks Desktop and Microsoft Excel highly preferred.
- Familiarity with Microsoft 365, Google Drive, Google Sheets, and Google Docs highly preferred.
- Past experience making general ledger entries highly preferred.
- Past experience supporting payroll processing highly preferred.
- Past administrative experience in a manufacturing or similar environment highly preferred.
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