Finance & Administrative Specialist II

Description

Benefits of working for us!

Full-time employees:

• Employer paid, employee Medical, Vision, Dental, Life Insurance.

Full-time & Part-time (20+ hours per week) employees:

• Supplemental Insurance options
• Paid time off + Paid holidays
• Additional $1.00 per hour when working on Sundays
• Additional $0.25 per our when working before 7AM and after 7PM
• 100% ESOP (Employee Stock Ownership Plan)
• 401(K) retirement plan w/ employer match up to 5%
• 20% Employee only discount
• And more!

Summary/Objective

The Finance and Administrative Specialist II is responsible for processing invoices and payments, performing routine bookkeeping and reconciliations, and maintaining accurate financial records for all company locations. This position involves a high volume of data entry and additional responsibilities including check processing, financial reporting coordination, recurring financial obligations, and company-wide permits and licensing. The position also provides administrative support to the HR & Finance Department, including assistance with recruiting, onboarding, and employee benefits.

Essential Functions and Position Responsibilities (included but not limited to)

Accounts Payable & Payment Processing

• Receive, process, verify, and reconcile invoices. Heavy data entry required.
• Process departmental and store-to-store transfers.
• Monitor the Finance Department's general email inbox, respond promptly to payment inquiries and vendor questions, and follow up on discrepancies.
• Maintain accurate accounts payable records using accounting software.
• Process invoices and prepare payments according to established company schedules and procedures.
• Print checks for weekly payment runs, following established procedures.
• Track outstanding accounts payable checks, contact vendors to resolve issues, and reissue checks as needed.
• Process expense reports and maintain accurate expense records.
• Reconcile Fintech accounts and resolve discrepancies.
• Maintain vendor information and W-9 documentation.
• Work with the HR & Finance Manager/Coordinator and outside accountant to prepare and complete annual 1099 reporting.
• Monitor Positive Pay, research flagged checks against banking and accounting records, approve legitimate transactions, and escalate discrepancies that cannot be verified to the HR & Finance Manager.
• Process tax payments and enter corresponding transactions into the accounting system as directed.
• Prepare and issue quarterly Board of Directors checks in accordance with established payment procedures.
• After completed reconciliation by HR & Finance Coordinator, enter insurance invoices into the accounting system, ensure payments are processed by required deadlines, and reconcile applicable charges with bank electronic funds transfer (EFT) payments.
• Process quarterly Oregon Paid Leave (ORPFL) invoice payments according to established deadlines.
• Enter union billing into the accounting system and ensure payments are processed by required deadlines.
• Process building rent, loan, and notes payable payments for all company locations by their established due dates.
• Identify and recommend improvements to accounts payable procedures.

Bookkeeping & Reconciliation

• Enter financial data and balance daily books for all company locations as needed.
• Complete final weekly book reconciliations, ensuring all days for all stores are balanced before submitting information to the outside accountant.
• Enter and reconcile general ledger transactions, ensuring accurate account coding.
• Execute credit card reconciliations.
• Input and reconcile weekly cash receipts.
• Prepare deposit slips, change orders, and related financial paperwork.
• Assist with resolving outstanding bank reconciliation items.
• Assist with month-end, quarter-end, and year-end bookkeeping tasks, including account reconciliations, clearing outstanding balances, and inventory-related accounting as directed.
• Track and report stale-dated checks to the State of Oregon in accordance with applicable unclaimed property reporting requirements.

Financial Records & Reporting Support

• Monitor assigned company email and Microsoft Teams throughout workday, respond to messages in a timely manner, follow up on outstanding requests or issues through resolution, and maintain a clean and organized inbox.
• Maintain a clean and organized workspace, including accurate, orderly, and up-to-date electronic and physical work files.
• Follow applicable record retention requirements and established procedures for organizing, storing, and disposing of financial records.
• Prepare monthly customer charge account statements and assist with accounts receivable tracking.
• Assist with monthly, quarterly, and annual financial reporting by gathering, entering, and organizing required information.
• Complete assigned company-wide and store-specific financial reconciliations, reporting, and accounting tasks.
• Maintain accurate general ledger coding for special events and other assigned company transactions.
• Assist with tracking and processing company donations and other designated financial programs.
• Compile, format, print, and distribute weekly, monthly, quarterly, and year-end financial reports and statements for company leadership, including C-suite management.
• Serve as a point of contact between C-suite management and the outside accountant regarding financial reports, questions, discrepancies, and requested information.
• Assist with financial and other assigned company audits by gathering records, organizing documentation, and coordinating requested information with the HR & Finance Manager, HR & Finance Coordinator, outside accountant, and applicable third-party administrators.

Administrative & Department Support

• Communicate with vendors, store managers, and department managers regarding invoices, financial records, and discrepancies.
• Assist employees with general administrative questions, provide information within the scope of the position, and direct employees to the appropriate person or department when additional assistance is needed.
• Assist the HR & Finance Coordinator with completing employment verification requests for current and former employees, following established authorization and confidentiality procedures.
• Prepare and distribute a weekly report of all open positions to Store Managers, the CEO, and COO, copying the HR Department.
• Assist the HR & Finance Coordinator with new employee onboarding tasks as directed.
• Assist the HR & Finance Coordinator with scheduling monthly meetings between eligible employees and benefits counselors.
• Assist the HR & Finance Coordinator with tracking outstanding payroll checks, contacting employees to resolve payment issues, and escalating check reissuance requests to the HR & Finance Coordinator as needed.
• Track and coordinate permits and licenses for all company locations, including applications, renewals, required documentation, and deadlines.
• Maintain and monitor recurring financial and administrative deadlines, ensuring required tasks, renewals, and reporting are completed on time.
• Scan and upload HR documents into employee personnel files, ensuring accurate organization and confidentiality.
• Order and maintain office supplies for the corporate office.
• Provide administrative assistance to the HR & Finance Manager and HR & Finance Coordinator, including assigned projects, documentation, and routine departmental tasks.
• Answer incoming calls and assist with general office needs as assigned.
• Maintain confidentiality of company financial and employee information and follow established policies and procedures.

Core Competencies

• Customer Service: Provides prompt, friendly, and attentive customer service; actively seeks to meet customer, departmental, and leadership needs and resolve concerns.
• Teamwork: Works collaboratively with others; supports team members and contributes to a positive work environment.
• Reliability: Demonstrates consistent attendance and punctuality; follows schedules and completes assigned shifts.
• Communication: Clearly communicates with customers and team members in a respectful and professional manner.
• Initiative: Identifies opportunities to assist others.

Reasonable accommodation may be made to enable individuals with disabilities to perform the position's essential functions. 

Supervisory Responsibility

• This position has no supervisory responsibilities.

Pay Scale

We believe in paying employees fairly for doing work of comparable character in line with the Oregon Equal Pay Act, and we’ve implemented an internal pay-scale system based on hours worked. 

This position is part of our internal pay scale, which means for every 1040 hours you work, you’ll move to the next level in pay until you reach the maximum of the scale.

Work Environment

This position operates in a busy, shared office environment and rotates between the Newport Avenue Market in-store office and the corporate office. The position involves extensive computer use, heavy data entry, digital record maintenance, and regular communication with employees, vendors, company departments, and leadership.

Travel

• Occasional travel to company locations may be required.

Requirements

Required Education, skills, and Experience

• Three (3) years of accounts payable, bookkeeping, or related financial administrative experience preferred.
• Working knowledge of accounts payable, bookkeeping, and general ledger principles.
• Experience with financial reconciliations, payment processing, and maintaining accurate financial records.
• Proficiency in Microsoft Office, particularly Excel, and familiarity with electronic filing systems.
• Strong attention to detail and accuracy when entering and reviewing financial information.
• Ability to identify discrepancies, research issues, and follow established procedures to resolve them.
• Strong organizational skills and ability to manage multiple tasks, recurring deadlines, and administrative responsibilities.
• Effective written and verbal communication skills, including the ability to communicate with company leadership, vendors, and outside accounting partners.
• Ability to work independently, follow established procedures, and maintain confidentiality of financial and employee information.

Preferred Education and Experience

• High School Diploma or equivalent.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of the employee's activities, duties, or responsibilities in this job. Duties, responsibilities, and activities may change at any time, with or without notice.