Position Summary
The Accounting Office Floater provides administrative and accounting support across multiple functions within the accounting and office operations departments. This position serves as a cross-trained backup for invoicing, accounts receivable, accounts payable, filing, and general office duties to ensure continuity of operations in a fast-paced manufacturing environment.
The ideal candidate is detail-oriented, organized, adaptable, and capable of managing multiple priorities while maintaining accuracy and confidentiality.
Essential Duties and Responsibilities
Accounts Receivable Support
- Prepare and distribute customer invoices accurately and timely.
- Assist with processing customer payments and applying cash receipts.
- Monitor customer accounts and assist with collections activities.
- Maintain customer records and resolve invoice discrepancies.
- Generate and distribute accounts receivable reports as needed.
Accounts Payable Support
- Process vendor invoices and verify supporting documentation.
- Match purchase orders, receiving documents, and invoices.
- Prepare checks and electronic payments for approval.
- Maintain vendor files and respond to vendor inquiries.
- Assist with monthly accounts payable reconciliations.
Invoicing and Billing Backup
- Provide coverage for invoicing functions during employee absences or peak workloads.
- Review orders and shipment documentation to ensure accurate billing.
- Process credits, adjustments, and billing corrections as necessary.
Administrative and Filing Responsibilities
- Maintain organized accounting and administrative filing systems, both electronic and paper.
- Scan, index, and archive financial and operational documents.
- Assist with records retention and document retrieval requests.
- Prepare correspondence, reports, spreadsheets, and forms as required.
General Office Duties
- Answer and direct incoming telephone calls.
- Greet visitors and assist with front office coverage as needed.
- Order and maintain office supplies.
- Assist with mail distribution and shipping activities.
- Support special projects and other administrative assignments.
Cross-Training and Team Support
- Serve as backup for various accounting and office functions.
- Assist accounting staff during month-end and year-end closing activities.
- Participate in process improvement initiatives to enhance efficiency and accuracy.
- Perform other duties as assigned.
Qualifications
Education and Experience
- High school diploma or GED required.
- Associate degree in Accounting, Business Administration, or related field preferred.
- Minimum 2 years of accounting, bookkeeping, or office administration experience preferred.
- Experience in a manufacturing environment is a plus.
Knowledge, Skills, and Abilities
- Working knowledge of accounts payable, accounts receivable, and invoicing procedures.
- Proficiency in Microsoft Office, including Excel, Word, and Outlook.
- Experience with ERP or accounting software preferred.
- Strong attention to detail and accuracy.
- Excellent organizational and time-management skills.
- Ability to handle confidential information professionally.
- Strong verbal and written communication skills.
- Ability to work independently and as part of a team.
- Flexibility to shift between responsibilities based on business needs.
Physical Requirements
- Ability to sit for extended periods while performing office work.
- Occasional lifting of files, office supplies, and records up to 25 pounds.
- Frequent use of computers, telephones, and standard office equipment.
Work Environment
This position operates in a professional office setting within a manufacturing company. The role requires regular interaction with accounting personnel, customer service staff, production personnel, vendors, and customers.
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
