Arizona Canning Company – Tucson, AZ
Job Description
JOB TITLE: Accounting Generalist/Administrative Assistant
SALARY LEVEL:
LOCATION:
PREPARED BY:
APPROVED BY:
APPROVED BY:
Non-Exempt Hourly
Tucson, AZ
Kelly A. Leonard
Elaine Jackson
Albert Hoflack
JOB CODE:
DEPARTMENT:
REPORTS TO:
DATE PREPARED:
DATE REVISED:
Accounting
Controller
02/11/2014
SUMMARY: Owns administrative and clerical duties for the accounting team and CEO and assists other
managers as time permits and projects dictate need.
The Generalist will be the primary backup to the Accounts Payable and Accounts Receivable Specialists. Must
understand SAP AP and AR modules. As backup for AP process vendor invoices/credit memos for payment,
initiate check run for signature, manage open receipts records, and reconcile vendor statements. As backup for
AR process customer invoices, process payments, collect past due invoices, and maintain AR files.
ESSENTIAL DUTIES AND RESPONSIBILITIES: The following list describes duties to be performed, but
responsibilities are not limited to this list.

Sort incoming mail for distribution and process outgoing mail.

File and maintain permanent accounting records.
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Create and distribute monthly board books and reference binders including budget binders, BOM guides,
and chart of account reference guides.

Make airline reservations, manage calendar, calls, and other daily tasks for the CEO as needed.

When acting as AP backup, process vendor invoices and credit memos timely (usually daily).
o Ensure supporting invoice documents organized, filed and up-to-date.
o Verify applicable vendor invoices have manager approval and GL account coding.
o Process vendor invoices and credit memos in SAP, following AP SOP.
o Initiate weekly AP check run:
 Generate invoice list for Controller approval.
 Perform check run for invoices authorized by Controller to be paid, following AP SOP.
 Batch checks and supporting documents for CEO review and check signing.
 Mail checks to vendors; set up wire payments for Controller release.
 Prepare positive pay upload for Accounting Supervisor and/or Controller.
 File paid documents in permanent files.
o
o
o
o

Maintain orderly, up-to-date AP files for paid invoices and unpaid invoices.
Prepare weekly fund transfer documents.
Coordinate with accounting supervisor the collection of information from Brea sales office to
prepare monthly broker commission checks.
Review vendor statements to ensure outstanding invoices have been processed.
When acting in the role of AR backup, process customer payments timely (daily when possible) in SAP
from lockbox deposit notification, customer notification, or payments mailed directly to Corporate office.
o Cash discounts and miscellaneous deductions are processed at same time as payment processing.
o Customer deductions over write-off limit forwarded to Customer Service for investigation.
o Product shipments are invoiced timely, with copy mailed to customer when not an EDI-customer.
o Work to eliminate customer past due invoices. Follow practices established by the AR Specialist.
o
o
AR files will be maintained in an orderly and up-to-date manner.
Generate AR aging report as needed for management and sales department.

Computer literate – proficiency in Microsoft Office.

Team-player; also comfortable working independently.

Demonstrate good attendance.

Maintain high morale and quality focus among accounting team and other departments.

Maintain a safe work area. Adhere to company policies concerning GMPs.

Comply with all standard safety practices, safety guidelines, and all Company guidelines and policies.
QUALIFICATIONS REQUIREMENTS: To perform this job successfully, an individual must be able to
perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge,
skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions.
EDUCATION and/or EXPERIENCE: High School diploma or equivalent; 2-4 years in an accounting role
and experience using a fully-integrated computer system. Proficiency in Microsoft Office.
LANGUAGE SKILLS: English and Spanish competency required in reading, writing, speaking and
comprehension. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability
to write simple correspondence. Ability to interact with every level of the organization verbally and in written
communications. Effectively present information in one-on-one and small group situations to customers,
clients, and other employees of the organization.
MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide all unites of measure, using whole
numbers, common fractions, and decimals. Ability to compare rate, ration, and percent and to draw and
interpret bar graphs.
REASONING ABILITY: Ability to apply common-sense understanding to carry out detailed and involved
written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized
situations.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met
by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee
frequently is required to use hands to finger, handle or feel and reach with hands and arms. The employee is
regularly required to stand and walk.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an
accounts payable clerk encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed primarily in an office setting in a fast-paced manufacturing and production environment. If
it is necessary to perform jobs on the plant production floor, work requires possible exposure to all temperature
changes, high noise levels, working around moving equipment, electrical hazards, tanks, heights, fumes,
chemicals, vibrations, dust, etc.
Working hours must be flexible with the ability to work overtime and weekends if necessary. The noise level in
the work environment is usually moderate. The employee must occasionally lift and/or move up to 10 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.