OFFICE ASSISTANT

DAVENPORT

  • Responsible for generating invoices and controlling the activities of house routes.

  • Responsible for checking in all delivery and house routes each day.  Ensures all routes reconcile, cash deposits balance, investigates and resolves issues, and ensures each day is closed before leaving.

  • Completes spreadsheet that summarizes route and deposit activity on a daily basis.  Completes spreadsheet accurately, timely, and in accordance with the instructions of the Accounting Manager.

  • Runs all end-of-day processes and ensures all end-of-day activities have processed correctly.  Builds and sends EFT, supplier, and other data files.  Ensures files are sent in a timely manner.  Checks files for discrepancies and resolves issues as needed. 

  • Has excellent knowledge of route accounting system, reconciling routes, troubleshooting and adjusting errors.  Completes work with minimal needs for assistance.

  • Has excellent knowledge of cash deposit and check scanning policies and procedures and ensures all daily cash and check deposit totals are accurate.

  • Ensures security of all cash and checks collected.  Ensures all cash and checks are posted the day they are collected.

  • Assists the Accounting Manager in the collection of accounts receivables.  Works with drivers and sales reps, makes phone calls and emails customers, and keeps detailed lists of steps taken to collect receivables.

  • Follows Company policy with respect to NSF checks/EFTs, unpaid invoices/fees, and ensures compliance with Iowa’s cash law.

  • Maintains a basic knowledge of delivery units and can assist drivers with basic troubleshooting activities.

  • Makes sure all inventory receipts are proofed against supplier invoices in a timely manner.

  • Compares supplier invoices to inventory receipts.  Makes sure quantities and prices match.  Investigates differences.

  • Works with the pricing department when pricing variances occur.

  • Works with the warehouse when quantity variances occur.

  • Files claims and/or works with the warehouse to compile the information needed to file claims with suppliers.  Follows up on claims to ensure they are resolved appropriately and timely.