Administrative & Accounting Assistant

Job Description

Job Description

Administrative & Accounting Assistant

Company: Davis Ice Cream Georgia, LLC
Location: LaGrange, GA
Job type: Full-time, on-site
Hours: 35-40 hours per week
Pay: $17.50–$18.00 per hour, depending on experience

Experienced Only Need to Apply

Position summary

Davis Ice Cream Georgia, LLC is seeking a dependable and detail-oriented Administrative & Accounting Assistant professional to support the daily operations of our LaGrange location.

This position combines customer service, office administration, accounts receivable, cash handling, payment processing, driver settlement, and deposit reconciliation. You’ll work closely with drivers, warehouse employees, vendors, customers, management, and the accounting team to ensure transactions are accurately processed, documented, balanced, and reported.

The ideal candidate is organized, comfortable working with financial transactions, and able to manage changing priorities throughout the day.

What you’ll do

Driver settlements and reconciliation

• Receive and process driver bags and end-of-day settlement paperwork
• Review checks, money orders, invoices, voids, fees, NSF collections, and other adjustments
• Reconcile driver totals against daily route settlement reports
• Research and document discrepancies between driver paperwork and system totals
• Maintain spreadsheets and records for receipts, voids, deposits, and route settlements
• Prepare daily settlement and deposit information for management
• Process driver bags from Macon and South Georgia routes as needed
• Process customer credit card payments related to route deliveries when applicable

Bank deposits and payment processing

• Review checks and money orders for completeness and accuracy
• Prepare electronic check deposits through the company’s banking system
• Verify scanned check information and correct errors when necessary
• Reconcile deposit totals to system reports and supporting documentation
• Prepare cash deposits and deposit slips as required
• Record completed deposits and maintain organized deposit documentation
• Communicate deposit totals, adjustments, and discrepancies to management

Accounts receivable

• Process customer payments received by mail
• Create accounts receivable batches and apply payments to the correct customer accounts
• Separate and process payments for the appropriate company or location
• Scan and deposit accounts receivable checks through the correct bank account
• Verify check amounts and deposit totals
• Maintain remittance records and supporting documentation
• Assist with accounts receivable follow-up and collection calls as needed

Walk-up and vendor sales

• Assist wholesale walk-up customers and ice cream truck vendors during designated sales hours
• Provide order forms and assist with order processing
• Enter walk-up sales transactions
• Accept and accurately process cash, credit card, and check payments
• Explain and enforce ordering deadlines and applicable late fees
• Reconcile walk-up transactions at the end of each sales day
• Match credit card receipts to transactions
• Count and reconcile the cash drawer and maintain the required starting balance
• Complete the daily cash summary and prepare cash for deposit

Customer service and office administration

• Monitor designated company email accounts
• Answer incoming calls and assist customers, vendors, drivers, and business partners
• Respond to routine customer and vendor emails
• Assist with orders, payment questions, and account inquiries
• Coordinate with warehouse personnel regarding walk-up and vendor orders
• Communicate issues and discrepancies to management or accounting personnel
• Maintain organized electronic and paper records
• Perform filing, scanning, printing, copying, and other administrative duties
• Assist management and other locations with administrative needs as assigned

Schedule and workflow

This is an on-site, part-time position requiring approximately 25–28 hours per week. Responsibilities vary throughout the day based on driver schedules, customer activity, mail delivery, vendor traffic, and payment volume. Walk-up and vendor sales are typically handled on Monday, Wednesday, and Friday mornings . Driver settlements, accounts receivable, deposits, phone calls, emails, and other administrative responsibilities are handled throughout the workweek.

Qualifications

• Strong attention to detail and numerical accuracy
• Experience handling cash, checks, credit card transactions, or bank deposits
• Basic accounting or accounts receivable experience preferred
• Strong computer, data-entry, and recordkeeping skills
• Proficiency with spreadsheets, email, and general office applications
• Ability to learn and accurately use company software and reporting systems
• Strong organizational and time-management skills
• Professional telephone and customer service skills
• Ability to research discrepancies and resolve routine payment or transaction issues
• Ability to work independently and manage multiple priorities
• Dependable and trustworthy when handling confidential financial and customer information
• Ability to communicate effectively with customers, vendors, drivers, warehouse employees, management, and accounting personnel

Key areas of responsibility

Customer service • Office administration • Accounts receivable • Driver settlements • Bank deposits • Cash handling • Payment processing • Walk-up sales • Credit card processing • Data entry • Spreadsheet maintenance • DSD reporting • Reconciliation • Recordkeeping • Management reporting

Apply today

If you are organized, dependable, and enjoy combining customer service with office and financial responsibilities, we would like to hear from you. Join Davis Ice Cream Georgia in LaGrange and help keep daily customer, route, and payment operations running smoothly.

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