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Accounts Payable Assistant

Company: Berrett-Koehler Publishers
Location: Oakland
Posted on: January 15, 2022

Job Description:

Berrett-Koehler Publishers ("BK") is an award-winning and innovative independent publishing company. Founded in 1992, BK is headquartered in Oakland, California. Our books, audios, and videos are sold all over the world and we also host online summits and offer online training resources. We are dedicated to an ambitious mission: Connecting People and Ideas to Create a World That Works for All. Through our groundbreaking resources on business, management, training, current affairs, personal growth, self-help, and other areas, we strive to challenge conventional thinking, introduce new ideas, and foster positive change on individual, organizational, and societal levels. We offer a work environment that is participative, collaborative, and flexible. We seek staff members who bring cultural, ethnic, social, and intellectual diversity. We are a Certified B Corp and a California Benefit Corp. We are an Equal Opportunity Employer.

The primary responsibility of this position is to monitor and manage all of BKs Accounts Payable transactions. The A/P Assistant advances BK's mission by supporting the operational and financial efficiencies of the company and operations department. This position has additional tasks that encompass Accounting, reporting, and general support. This position is full-time, in the office

Accounts Payable (80% of time)
Review all incoming A/P invoicing to ensure validity and approval.
Code invoices, if known, and send to appropriate party for approval.
Keep log of invoices out for approval. Log must be maintained in the Shared Directory.
Follow up on invoices awaiting approval. Forward to supervisor after third attempt.
Once approved, ensure proper coding to GL is done.
Enter invoices into Acumen.
Work with vendors on past due invoices and ensure proper follow-up.
Review all incoming statements to ensure invoices are already entered in Acumen. Follow up on missing invoices and inform supervisor of potential need for accrual.
Prepare 1099s for processing.
Prepare and pay all sales taxes quarterly.
Ensure all A/P invoices/vouchers are saved digitally in the Shared Directory.
Review and pay expense reports; forward to supervisor reports that do not comply with BK policy.
Enter American Express expenses and follow up with employees on missing receipts.
Review A/P aging weekly to ensure payments are made in a timely manner.
Review outstanding checks to determine if further action should be taken.
Print checks after each batch is authorized by Accounting Manager or Controller.
Ensure check signer is available to sign checks.

Reporting (5% of Time)
Create all monthly reports that are used companywide.
Supply other ad hoc reports as needed.

Annual Audit (5% of time)
Help Accounting Manager on A/P items in support of company audit.
Help Controller with other audit items as needed.

Back-up Support, General, and Front Desk (5% of time)
Secondary backup for Front Desk, including lunch coverage,meetings, and vacation coverage.

--- Answer phone and route calls

--- Receive and distribute general mailbox emails and faxes

--- Greet visitors to office

--- Arrange taxis; make appointments and restaurant reservations as needed

--- Keep common areas tidy, organized, and appropriately stocked with supplies

--- Troubleshoot copiers, phones, and other machines; place service calls when necessary

--- Retrieve, open, and distribute mail

--- Purchase postage and shipping supplies

--- Prepare and send domestic and international documents and packages

--- Assemble and send mass mailings

--- Take packages to USPS, UPS, or FedEx locations if needed

--- Create staffmeeting agenda, take minutes, and archive handouts

--- Coordinate company events including invitations, RSVPs, lunch orders, set-up, and clean-up

--- Update contact information (for whom? authors? staff? all stakeholders?) in FileMaker and Acumen databases

--- Back-up for coordinating Author Day lunch orders

Organizational (5% of time)
Participate in company staff meetings, Operations Department meetings, and author lunches. Share responsibility for taking notes during monthly staff meetings.
Participate in other company meetings, such as project meetings and cross-departmental team meetings, as needed for this position and the effective operation of the company.
Participate in company projects, teams, discussions, activities, author events, etc.

Follow company policies regarding expense reporting, company travel, benefits, workplace rules, other human resource policies, etc

Requirements
Excellent oral and written communication skills
Detail-oriented and can organize and manage many different responsibilities
Track record of performing responsibilities with accuracy, completeness, timeliness, and efficiency through paid and/or volunteer work
Track record of being accountable for meeting deadlines through paid and/or volunteer work
Undergraduate college degree or equivalent experience
Prior experience in accounts payable
Enthusiasm for serving clients a plus
Proficient at Office Suite for Mac (including Word, Excel, and PowerPoint); experience with Filemaker Pro or other database experience.

Other
The position is preferred to work in our Oakland, CA office from 9:00 am to 5:30 pm Pacific time, but hours can be discussed during the interview process.
This position requires a background check from a third-party company. Candidates will be required to provide permission to commence background checks after you have accepted a formal offer letter from the company.

Applications:

Not sure you meet 100% of the qualifications? Research shows that men apply for jobs when they meet an average of 60% of the criteria. Yet, women and other people who are systematically marginalized tend to only apply if they meet every requirement. If you believe that you could excel in this role, we encourage you to apply. We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds. Whether you're new to book publishing, returning to work after a gap in employment, simply looking to transition, or take the next step in your career, we will be glad to have you on our radar. Please use your cover letter to tell us about your interest in this position, your qualifications, how you have been successful in similar jobs or volunteer work, and your personal qualities that account for your success to. See our website for further information: http://www.bkconnection.com

Berrett-Koehler Group is an Equal Opportunity Employer.

Benefits
Salary $49,470
Health, Dental, Disability and Life insurance
Flexible Spending Account plan, 401K, and ESOP
Vacation days, Holidays, and Sick Leave

Keywords: Berrett-Koehler Publishers, Oakland , Accounts Payable Assistant, Other , Oakland, California

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