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Accounting/Office Administrative Assistant

Primary Job Responsibilities:

  • This position is responsible for administering various accounting activities under the direct supervision of the Office Manager. Duties include but are not limited to: Payroll, Accounts Payable, Attendance Tracking, Compliance, and Forecasting and Tracking Expenses for the Dutch Harbor Operation.
  • In conjunction with the labor contracts, ensures compliance with the ILWU labor agreement in regards to payroll, Health and Welfare and personal leave.
  • Understand the payroll process for the ILWU union employees. Must be able to understand the Collective Bargaining Agreement and ensure the accuracy of the submission of hours worked prior to payroll approval.
  • Complete monthly ILWU benefit reports which include researching hours worked for each employee in a specific time frame.
  • Assist with any questions, submission and inquiries regarding Worker's Compensation.
  • Review and complete new hire paperwork, ensuring all documents are completed accurately.
  • Ensure I-9 compliance for all existing and new hire employees. Conduct audits semi-annually to ensure all I-9's are maintained for active and terminated employees.
  • Perform all duties associated with the Accounts Payable function; which includes communicating extensively with the Corporate location and vendors regarding AP submission, AP discrepancies, Vendor set-up, GL coding and maintaining expense tracking logs.
  • Complete the weekly cost reports by entering labor cost information and assigning terminal expenses by department.
  • Maintain the DOT driver files for the ILWU employees and ensure all drivers are in compliance with the DOT regulations.
  • Enter and verify maintenance invoices into the company tracking system, ENRICH, to ensure equipment and facility repairs and purchases are accurately tracked.
  • Follow-up on the ordering and tracking of office supplies and ensure the cost is within the planned budget.
  • Provide customer service to both internal and external customers, ensuring questions, issues or concerns are resolved completely and quickly.
  • Other projects and duties as assigned.

Qualifications and Requirements:

  • High School diploma with 2 years of experience in an accounting or payroll position
  • College degree in accounting preferred but not required
  • Current knowledge of payroll processing and the accounts payable and accounts receivable processes
  • Possess solid accounting and analytical skills
  • Ability to approach all aspects of work with a high degree of integrity and confidentiality
  • Ability to evaluate situations and take initiative on issues as needed; adapt to, and work effectively within a variety of situations, individuals and groups promoting teamwork and cooperation
  • Ability to multi-task while meeting numerous deadlines
  • Ability to prioritize daily schedule and responsibilities while remaining flexible to change and new circumstances
  • Highly organized and detail oriented and has the ability to analyze a situation and implement a solution
  • Must have work schedule flexibility and the ability to work overtime, evenings and weekends if needed
  • Excellent in Microsoft Excel and Word
  • Excellent communication skills, both verbal and written
  • General knowledge and understanding of the transportation industry is a plus
  • Prior experience working with a Union workforce is desired

Physical Requirements:

  • Ability to sit in front of a computer for 1-2 hours at a time.
  • Ability to lift up to 20 pounds on occasion.
  • Ability to stand, bend, walk, kneel, reach, push, pull and climb stairs.


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