Accounting Finance Administrative Assistant

Overview

Accounting & Finance Administrative Assistant

Full-Time, Hourly Position + Competitive Benefit Package

Position based out of Bear Lake, Michigan

Responsibilities

Who is Blarney Castle Oil Co.? We’re the heart of retail C-Store operations in Michigan! We’re family-owned and have grown up in Michigan since our founding in 1933. Today we’re delighted to have over 1,800 smart, experienced, and fun team members across the state, all with one purpose in mind – building great customer experiences one person at a time. 

JOB PURPOSE:  

Supports the Accounting and Finance departments.

QUALIFICATIONS: 

• Two years of relevant experience is required.
• Strong communication skills and the willingness to work in a team environment are required.
• Computer literacy and well-developed skills using spreadsheet application software are necessary.
• The ability to multi-task and prioritize duties is necessary. This position provides seasonal support to multiple departments.

Essential Duties:

Opens Accounts Payable mail daily and date stamps the invoices for the receipt date. Distributes mail to the correct person.

Stuffs checks into envelopes to be mailed on check run day.

Files check runs in Accounts Payable drawers after each check run. Assists with moving Accounts Payable files at year-end.

Work closely with dealer accounts to answer questions regarding payment, NSF, or other account related questions.

Set-up dealer banking information and update accordingly.

Send Electronic Fund Transfers (EFT) statements and notifications

Posts cash receipts from daily ACH reports.

Opens and sorts all store mail for the PDI Auditors.

Sorts invoices from store mail and distributes them to the Accounts Payable department. Verifies trade invoices from the store are entered correctly into PDI.

Populates weekly FleetCor template to be uploaded by the Staff Accountant.

Posts Bill of Lading deliveries from transport drivers. Prints and organizes Bill of Lading daily paperwork.  Posts credit and rebills for Dealers and C-Stores.  Updates Inventory fuel spreadsheet and assists in month-end reconciliation.  Collect missing Bill of Ladings from each posting day. Files driver paperwork. Creates Bill of Lading folders for each month.       

Processes Dealer account EFT’s in DM2 and Blue Cow/Ignite. Run EFT reports.  Finalize EFT before submitting EFT to the bank.  Approve EFT though the bank.  Work with Dealers on account balances and making changes when needed.  Set up new customer accounts for EFT processing.  Make changes for current EFT customers, monitoring accounts, and posting NSF’s.  Maintain records of EFT and NSF transactions.

Create sales orders and bill customers for fuel and freight deliveries.

Other duties as assigned, including assisting the Accounts Payable team with invoice number corrections or invoice data entry.

PHYSICAL AND ENVIRONMENTAL CONDITIONS: 

Work is performed in a climate-controlled office environment.

Prolonged periods sitting at a desk and working on a computer.

Extensive typing and/or data entry.

Occasional work in document storage areas around historical records.

Must be able to lift up to 15 pounds.

Benefits: Our team members enjoy insurance programs such as Medical & Prescription coverages, FSA, HSA, Dental, Vision, Short & Long Term Disability, Life Insurances, Hospitalization, Accident and Critical Illness, 401(k) with company match, PTO, Tuition Assistance Programs, Employee Assistance Plan, Identity Theft Protection, and Home Heating Discounts.

#BLHPIJ