Onsite Accounting & Office Administrator

Talentify; Canonsburg (Washington County); On-site; USD 40,000 - 52,000; Full time

Job summary

Talentify in Canonsburg, PA is seeking an Office Assistant to support its growing facility. The role balances daily administrative tasks with accounting duties, including A/P, A/R, and preliminary payroll processing in a fast-paced environment.

The candidate will manage phones, invoicing in QuickBooks Desktop, and vendor reconciliations, with travel to other local Pittsburgh facilities up to 25% as needed. Strong communication and confidentiality are essential.

Qualifications

• Minimum 2 years in AP/AR or administrative role.
• Experience with QuickBooks Desktop and Excel highly preferred.
• Familiarity with Microsoft 365, Google Drive, Google Sheets, and Google Docs highly preferred.
• Past experience making general ledger entries highly preferred.
• Past experience supporting payroll processing highly preferred.
• Past administrative experience in a manufacturing or similar environment highly preferred.

Responsibilities

• Manage general office tasks including answering phones, filing, scanning, copying, ordering office supplies and running small errands.
• Input vendor invoices and credits into QuickBooks Desktop using appropriate general ledger (G/L) codes.
• Verify invoice pricing accuracy against quotes, packing lists, and purchase orders Reconcile time-and-material invoices against work orders to verify accuracy of billing Work with vendors to resolve billing discrepancies.
• Assist with credit card reconciliations.
• Enter outgoing payment information on positive pay spreadsheets.
• Complete and process credit applications, tax-exempt documentation, and W-9 forms to establish new vendor accounts.
• Prepare, issue, and track customer A/R invoices to ensure accurate financial reporting.
• Monitor and post incoming payments.
• Process weekly payroll data for hourly staff and submit to management for final approval.
• Investigate and resolve minor payroll discrepancies in compliance with company policies.
• Maintain data on various spreadsheets.
• Travel to other local Pittsburgh facility locations as needed to support administrative operations up to 25% of the time.

Skills

Communication skills

Confidentiality

Administrative support

Tools

QuickBooks Desktop

Microsoft Excel

Microsoft 365

Google Drive

Google Sheets

Google Docs

Job description

Talentify in Canonsburg, PA is seeking an Office Assistant to support its growing facility. The role balances daily administrative tasks with accounting duties, including A/P, A/R, and preliminary payroll processing in a fast-paced environment.

The candidate will manage phones, invoicing in QuickBooks Desktop, and vendor reconciliations, with travel to other local Pittsburgh facilities up to 25% as needed. Strong communication and confidentiality are essential.