Job Title: Administrative Assistant
Job Description
This entry-level Accounting Clerk/Administrative Assistant role supports a small, close-knit office by managing front desk activities, handling multi-line phone calls, and performing a wide range of administrative and clerical tasks. The position requires a friendly, professional individual who enjoys working with people, can multi-task effectively, and collaborates well with a team. The role involves extensive use of Microsoft Office and QuickBooks, as well as regular interaction with administrative and operations staff to keep daily business functions running smoothly.
Responsibilities
Answer and manage multi-line phone systems in a professional, courteous, and efficient manner while providing a positive experience for callers.
Perform general office duties, including filing, scanning, and organizing documents to maintain accurate and accessible records.
Assist administrative and operations staff as needed with day-to-day tasks and special projects.
Open and sort incoming mail, ensuring that documents and correspondence reach the appropriate recipients promptly.
Enter invoices into QuickBooks accurately and in a timely manner.
Match payments in QuickBooks to corresponding invoices and records to maintain accurate financial data.
Support accounts receivable activities, including assisting with AR collection reports, as needed.
Enter weekly employee timecards accurately for payroll and recordkeeping purposes.
Prepare and maintain a bi-weekly payment run in Excel, ensuring all information is complete and accurate.
Enter invoices into state-provided Excel templates for sales tax reporting.
Reconcile smaller credit card statements, including Amazon and other designated accounts, ensuring charges are properly coded and documented.
Process and enter UPS bills and related charges into the appropriate systems.
Assist with service trip entry as needed, ensuring all details are captured and recorded correctly.
Provide front desk coverage, including greeting visitors and offering general customer service support.
Perform data entry tasks with a high level of accuracy and attention to detail across multiple systems and documents.
Essential Skills
1-2 years of administrative experience in an office environment.
Proficiency with multi-line phone systems and the ability to handle calls in a pleasant and professional manner.
Strong multi-tasking skills with the ability to manage multiple responsibilities simultaneously.
Ability to work collaboratively as part of a small team and contribute to a positive office culture.
Working knowledge of Microsoft Word for creating and editing documents.
Working knowledge of Microsoft Excel for data entry, spreadsheets, and payment run preparation.
Experience using QuickBooks for invoice entry, payment matching, and basic financial tasks.
Proficiency in general office tasks, including filing, scanning, and document organization.
Accurate and efficient data entry skills with strong attention to detail.
Customer service skills, including clear communication and a professional demeanor when interacting with callers and visitors.
Basic proficiency with Microsoft Outlook or similar tools for email and calendar management.
Ability to provide administrative support across a variety of tasks and priorities.
Additional Skills & Qualifications
Experience with accounts receivable (AR) and accounts payable (AP) functions.
Familiarity with preparing AR collection reports.
Experience entering invoices into state Excel templates for sales tax reporting.
Experience reconciling credit card statements, including smaller accounts such as Amazon and similar vendors.
Comfort working in a front desk or reception role.
Strong organizational skills and the ability to maintain orderly records and files.
Comfort working with service-related data, such as service trip entries.
Interest in supporting a business involved in advanced manufacturing technology, such as CNC tube bending and laser cutting equipment.
Work Environment
This role is based in a very small, tight-knit office environment where team members work closely together and build long-term relationships. The office values collaboration, mutual respect, and a supportive atmosphere, so it is important that the Administrative Assistant enjoys working in a small team and can "play well in the sandbox." Many team members have long tenures, reflecting a stable and committed workplace culture. The position follows a regular office schedule, typically from 7:30 a.m. to 4:00 p.m. Monday through Thursday and 7:00 a.m. to 3:00 p.m. on Friday. The work involves daily use of computers, Microsoft Office applications, QuickBooks, and standard office equipment such as scanners and multi-line phones. The environment is professional yet close-knit, offering an opportunity to become an integral part of a small, dedicated team.
Job Type & Location
This is a Contract position based out of Madera, CA.
Pay and Benefits
The pay range for this position is $20.00 - $23.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Madera,CA.
Application Deadline
This position is anticipated to close on Aug 7, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
