Administrative Clerk

Vaco Recruiter Services; Los Gatos (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Vaco Recruiter Services is seeking an Accounting Clerk in Los Gatos, CA to support Accounting and Administrative teams. The role focuses on handling mail, processing invoices, and maintaining vendor records with meticulous attention to detail.

You will manage document filing, assist with accounts payable tasks, and help ensure accurate payment processing in a fast-paced office environment. Strong MS Office skills and clear communication are essential.

Qualifications

• 1+ year admin/clerical experience.
• Proficiency in Microsoft Office Suite.
• Strong written and verbal communication.

Responsibilities

• Open, sort, and distribute incoming mail daily.
• Prepare outgoing mail and packages; create FedEx shipping labels.
• File, scan, upload, and maintain documents electronically and physically.
• Assist with vendor setup, updates, and insurance documentation.
• Monitor AP inbox and route invoices for processing.
• Prepare checks and ensure payment documentation is complete prior to mailing.

Skills

Attention to detail

Organizational skills

Multi-tasking

Communication skills

Data entry

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Our client is seeking a reliable and detail-oriented Accounting Clerk to support their Accounting and Administrative teams. This role is ideal for someone who enjoys staying organized, managing paperwork, handling office support duties, and ensuring documents are processed accurately. The position offers a mix of administrative support, mail processing, vendor maintenance, and general office responsibilities.

Responsibilities

Administrative & Office Support

• Open, sort, and distribute incoming mail on a daily basis.
• Prepare and distribute outgoing mail and packages.
• Create and process FedEx shipping labels.
• File, scan, upload, and maintain documents both electronically and physically.
• Assist with general office and clerical support as needed.

Accounts Payable Support

• Monitor the Accounts Payable email inbox.
• Upload invoices and supporting documentation for processing.
• Route invoices to the appropriate Accounts Payable team members.
• Assist with document tracking and recordkeeping.

Payment Processing

• Prepare checks for outgoing mail.
• Match utility payment stubs and supporting paperwork with corresponding checks.
• Ensure payment documentation is organized and complete prior to mailing.

Vendor Maintenance

• Assist with vendor setup and account updates.
• Process vendor additions and changes within company systems.
• Verify vendor insurance compliance documentation.
• Review and validate ACH and banking information.
• Maintain accurate vendor records and supporting documentation.

Qualifications

• 1+ year of administrative, clerical, office support, mailroom, or data entry experience preferred.
• Strong attention to detail and organizational skills.
• Comfortable handling a high volume of documents and paperwork.
• Proficiency in Microsoft Outlook, Word, and Excel.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and deadlines in a fast-paced office environment.