Office Assistant

Job Posting

Our client, a manufacturing facility in Canonsburg, PA, is seeking an Office Assistant to support its growing facility.

The Office Assistant manages the daily administrative functions and supports our accounting operations. This role requires a professional individual capable of balancing clerical tasks with accounting duties, including Accounts Payable (A/P), Accounts Receivable (A/R), and preliminary payroll processing while working in a fast-paced environment. This role requires strong communication skills, and a high level of confidentiality regarding sensitive organizational data. 

This is a fully onsite role.

Essential Responsibilities:

1. Manage general office tasks including answering phones, filing, scanning, copying, ordering office supplies and running small errands
2. Input vendor invoices and credits into QuickBooks Desktop using appropriate general ledger (G/L) codes
3. 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
4. Assist with credit card reconciliations
5. Enter outgoing payment information on positive pay spreadsheets
6. Complete and process credit applications, tax-exempt documentation, and W-9 forms to establish new vendor accounts.
7. Prepare, issue, and track customer A/R invoices to ensure accurate financial reporting.
8. Monitor and post incoming payments
9. Process weekly payroll data for hourly staff and submit to management for final approval.
10. Investigate and resolve minor payroll discrepancies in compliance with company policies.
11. Maintain data on various spreadsheets.
12. Travel to other local Pittsburgh facility locations as needed to support administrative operations up to 25% of the time.

Education and Experience Requirements:

1. Minimum of 2 years’ experience in an accounts payable/receivable or administrative role required, with preference to past accounts payable/receivable experience.
2. Experience with QuickBooks Desktop and Microsoft Excel highly preferred.
3. Familiarity with Microsoft 365, Google Drive, Google Sheets, and Google Docs highly preferred.
4. Past experience making general ledger entries highly preferred.
5. Past experience supporting payroll processing highly preferred. 
6. Past administrative experience in a manufacturing or similar environment highly preferred.