CARNATION FARMS

Administrative & Accounting Assistant

Reports To : 

Accountant

Job Overview : 

The role of Carnation Farms’ Administrative & Accounting Assistant is to support the daily operations of the Finance and Administrative Teams, coordinating office logistics and basic bookkeeping.  The Administrative & Accounting Assistant plays an integral role in the streamlined functionality of Carnation Farms, and must possess an underlying commitment and understanding of the organization and its mission, values, and goals. This position embodies organizational skills, the ability to meet deadlines, and a high attention to detail in all endeavors and works to support our mission to build a stronger connection to agriculture in our region and community. 

Responsibilities and Duties : 

Front Desk:

  • Operate at the front desk, answer light call volume, manage info@ emails, greet clients/visitors, sort and distribute mail, sign for packages
  • Notifying recipients of packages and boxes
  • Manage outgoing mail, postage stamp reserves, postage rules and regulations, online shipping, shipping supplies
  • Provide high level quality customer service; maintain confidentiality tact and discretion
  • Maintain the cleanliness and appearance of the workspace and office
  • Manager ordering, stocking, organizing, and inventorying of office and farm supplies
  • Coordinate cleaning schedule with cleaning services
  • Manage record keeping of Contracts: scans, insurance certificates, physical originals files, online files (includes all types of agreements with all kinds of partners)
  • Manage details around staff meetings, including facilities and any food/beverage services

Accounting:

  • Code and enter A/P invoices and credit card charges into the accounting system
  • Review invoices to ensure proper account codes are used and corresponding purchase orders are approved
  • Issue purchase orders with management approval
  • Assist with reconciling monthly credit card statements
  • Review employee expense statements before being submitted to Payroll to ensure they are complete and accurate
  • Assist with processing daily cash receipts including coding and entering into accounting system
  • Assist with reconciliation of Farmstand and Events cash
  • Assist with managing change needed for Events 
  • Assist with maintaining / reconciling petty cash
  • Make weekly bank deposits
  • Follow internal controls as outlined in the accounting manual 
  • Assist with annual audits. 
  • Assist with other projects as needed. 

QUALIFICATIONS

  • High School diploma or GED
  • Knowledge of basic accounting and accounts payable processing
  • 2 years of Office support experience (preferred)
  • Ability to communicate effectively with different audiences for a wide range of needs
  • Experience with organizational systems and communication
  • Excellent verbal and written communication skills including strong self-editing skills  
  • Excellent organizational and time management skills
  • Effective and efficient at handling multiple tasks and projects and the ability to set and accomplish short and long-range goals 
  • Flexible and adaptable in an environment with frequently changing and demanding priorities
  • Ability to work independently as well as in a team environment
  • Meticulous attention to detail in recording and organization
  • Ability to maintain strict confidentiality and consistently apply practices, procedures and internal precedent decisions in regard to all financial and personnel issues

SOFTWARE COMPETENCIES  

  • Google Suite, QuickBooks, and MS Office (Excel and Word) proficiency preferred
  • Experience with Adobe and Square preferred

Physical Demands & Information

  • Ability to Stand or Walk for up to 2 Hours
  • Ability to lift 20+ lbs.
Working Conditions (percentages are approximations):
  • 95% in environmentally controlled office.
  • 5% in on-site projects

Compensation and Expectations

  • This position is a part-time (25 hours / week), hourly position and offers the starting rate of $25/hr.
  • Part-time employees are eligible for 5 PTO days per year and accrue Sick leave (1 hour/every 40 hrs. worked). 
  • Part-time employees are not eligible for benefits. 
  • Must be able to successfully complete a background check

To Apply

Please send your resume and cover letter to mandif@carnationfarms.org

Carnation Farms is an Equal Opportunity Employer. Carnation Farms does not discriminate or determine employment on the basis of race, religion, sex, gender identity, age, or any other factor; employment decisions are made only on the basis of qualifications, merit, and business needs. Carnation Farms is committed to an environment of mutual respect and maintains a zero-tolerance policy in regard to discrimination or harassment of any kind.