Accounting & Purchasing Admin
: Job Details :

Job Title: Accounting & Purchasing Admin Reports To: Accounting Manager FLSA Status: Non-Exempt Effective Date: June 2024 The White Oak property is located along the St. Mary's River in northeast Florida. The property is home to the White Oak Conservation Center, a state-of-the-art conservation center that works to save rare species and wild places, as well as to lodges, offices and venues for training sessions and conferences. Founded in 1982, the White Oak Conservation Center leads professional efforts to improve veterinary care, develop holistic animal management techniques, and better understand the biology of critically endangered species by providing excellent care and managing conservation programs for over 30 species of imperiled wildlife in large, naturalistic habitats. Position Purpose: This position involves a wide range of responsibilities across several functional areas including accounting, administrative support, special construction project administration, purchasing, and inventory management/storeroom management. Responsibilities and Tasks:The essential duties and responsibilities of this position include the following. Other duties may be assigned, and some duties may be shared with other personnel, or may not be assigned at all. Accounting Tasks •Manage Shared Accounting Email Inboxes: Oversee the accounting email inboxes, distribute relevant information, print invoices, and attach Purchase Orders. •Invoice Processing: Match Purchase Orders and/or Item Receipts to Invoices for submission to accounts payable. •Invoice Reconciliation: Match statements with invoices to ensure all are accounted for; contact vendors/suppliers to obtain any missing invoices. Administrative •Mail Handling: Sort and distribute incoming mail. •Document Filing: File documents in accordance with either physical or digital filing systems. •Shipping: Prepare and ship items, including boxing, taping, and printing/affixing shipping labels. •Vendor/Supplier Verification: Ensure vendors/suppliers are active before issuing purchase orders. Special Construction Project Administration •Documentation Management: Ensure all Certificates of Insurance (COIs) and other necessary documents are obtained. •Close Out Procedures: Follow all accounting close out procedures for special projects. •Coordination: Work directly with the Operations Assistant and Project Managers on organizational tasks for special projects. Purchasing •Item Receipt and Distribution: Receive items, distribute to respective departments, and record receipts in purchasing software. •Supplier/Vendor Follow-Up: Follow up with suppliers/vendors for delayed or missing items. •Invoice and Purchase Order Reconciliation: Work closely with Purchasing Agent, Vendors, Suppliers, and others to resolve any discrepancies in Invoice/Purchase Orders/Item Receipts promptly. •Purchase Orders: Issue Purchase Orders and complete purchases as directed. •New Vendor Setup: Assist in setting up new vendors and handling new vendor requests from staff. Inventory Management/Storeroom Management •Storeroom Coverage: Assist the Purchasing Agent with storeroom coverage, policies, and procedures. •Inventory Receipt: Receive inventory items, ensure they are in acceptable condition, and notify the shipper if any items are damaged. •Inventory Stocking: Stock inventory items in the storeroom. •Package Notification: Alert relevant staff when packages arrive and are ready for pickup. •Order Fulfillment: Fulfill all storeroom inventory orders received from staff. •Inventory Audit: Audit inventory in the storeroom and replenish items as needed. •Material Delivery and Pickup: Assist with the delivery and pickup of materials, including off-property pickups. •Storeroom Maintenance: Keep the storeroom and shipping/receiving area clean and organized. Qualifications: •High School Diploma/GED required •1 - 3 years' experience in an administrative, accounting support, and/or shipping/receiving role •Strong attention to detail •QuickBooks Enterprise experience preferred •Experience with Purchase Order systems and processes •Knowledge of basic accounting & bookkeeping procedures •Proficient in MS Office, including MS Excel Special Working Conditions: •Must have valid drivers' license •Must be able to exert up to 30 pounds of force to lift, push, pull, carry, or otherwise move objects White Oak Conservation is committed to creating an environment where diverse perspectives are welcome, and to nurturing a culture where everyone feels valued and appreciated. We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to gender, race, color, age, national origin, religion, disability, marital status, sexual orientation, gender identity/expression, citizenship, pregnancy or maternity, veteran status, or any other status protected by applicable national, federal, state, or local law.