Administrative Clerk

Vaco Recruiter Services; Los Gatos (CA); On-site; USD 42,000 - 60,000; Full time

Job summary

Vaco Recruiter Services is seeking an Accounting Clerk to support Accounting and Administrative teams in a fast-paced office in Los Gatos, CA. You will handle mail, filing, document processing, and clerical tasks while assisting with accounts payable and vendor maintenance.

The ideal candidate brings at least 1 year of admin or data-entry experience, strong detail orientation, and proficiency with Outlook, Word, and Excel.

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.

Responsibilities

• 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.
• 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.
• 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.
• 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.

Skills

Attention to detail

Organizational skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

Verbal communication

Written communication

Data entry

Multitasking

Tools

Microsoft Office Suite

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.