Administrative Accounting Assistant I-Summer 2025

Job Title:  Administrative Accounting Assistant I  - Summer 2025

Department:  Accounting  

Reports To:  Director of Finance  

Come Join our team as an Administrative Accounting Assistant I! We started with pastries handmade by Lois and Lloyd Martin inside of a garage and we have boomed into a multi-facility company where our many products are produced by machines and shipped domestically and internationally. Talk about a rich history and exciting future! As an employer of choice we offer physical, emotional, financial and professional benefits including 401k, disability insurance and paid holidays. 

Summary: As a member of the Martin’s Family, the Administrative Accounting Assistant I provides administrative support to ensure efficient operation of the finance office

Essential Duties and Responsibilities:  include the following. Other duties may be assigned.  

• Contributes to a paperless office by scanning, reviewing, filing, and shredding confidential documents.  

• Keeps the office database and filing system up to date and organized.  

• Assists in preparing confidential correspondence, reports, and other complex documents.  

• Assists with opening and sorting Director of Finance incoming mail and prepare outgoing mail.  

• Maintains and organizes files and records in accordance with required guidelines.  

• Assists with estimated quarterly tax filing by preparing check request, obtaining signatures, and ensuring timely filing.

• Assists with preparing and issuing Martin family checks and maintaining the checkbook, as needed.  

• Schedules meetings and appointments as needed.  

• Assists with answering or transferring phone calls and taking messages for select staff.  

• Prepares and updates spreadsheets and other reports as needed.  

• Runs weekly and period reports and updates records/databases.  

• Assists as needed with period end financial statement closing for such things as:  

1.  

   1. Key and post general journal entries  

   2. Prepares journal entry accruals  

   3. Prepares schedules that tie to the general ledger.  

• Assists as needed in the Billing department.  

• Back-up receptionist (greeting visitors and answering Multi-line telephone system), when needed.  

• Special projects assigned by Director.

   

   

Supervisory Responsibilities:                      

This job has no supervisory responsibilities.  

Competency:     To perform the job successfully, an individual should demonstrate the following competencies:  

Customer Service - Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.  

Oral Communication - Listens and gets clarification; Responds well to questions.  

Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.  

Judgment - Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process.  

Planning/Organizi