Office Assistant

Position Overview

We are seeking an organized, reliable, and detail-oriented Farm Office Assistant to oversee daily administrative, payroll, and basic bookkeeping functions for our farm operations. In this role, you will serve as the administrative hub of our business, keeping financial records accurate, ensuring farm crew and staff are paid on time, and assisting management with routine operational tasks.

Key Responsibilities

1. Payroll Processing

• Collect, verify, and log daily/weekly timecards or digital time tracking entries for seasonal, hourly, and salaried farm workers.
• Calculate regular hours, overtime, and piece-rate pay (if applicable).
• Process payroll via software on a bi-weekly basis.
• Maintain employee records, including onboarding forms, tax withholdings, direct deposit information, and direct supervisor approvals.
• Assist with year-end payroll reporting and tax tax form generation

2. Basic Bookkeeping & Financial Support

• Record daily financial transactions (accounts payable and receivable) using bookkeeping software (e.g., QuickBooks Online, Xero).
• Code and enter vendor invoices, receipts, and farm expenses (fuel, feed, equipment maintenance, seeds, supplies).
• Prepare customer statements, issue invoices, and follow up on outstanding balances/payments.
• Match purchase orders and shipping manifests/packing slips with incoming vendor bills.
• Perform monthly bank reconciliation and credit card account reconciliations.
• Organize digital and physical financial records for tax preparation

3. General Office & Operational Administration

• Answer phone calls, manage farm emails, and route inquiries to the appropriate team members.
• Maintain digital and paper filing systems for land agreements, equipment licenses, chemical logs, and certifications (e.g., Organic, GAP, Food Safety).
• Order and restock office supplies, shop supplies, and basic farm inventory as needed.
• Coordinate incoming and outgoing mail, package deliveries, and freight shipments.
• Assist farm management with scheduling vendor visits, mechanics, or inspectors.

Qualifications & SkillsRequired

• Experience: 1–3 years of experience in administrative, bookkeeping, or payroll roles.
• Software Proficiency: Hands-on experience with accounting software (e.g., QuickBooks Online/Desktop) and payroll processing platforms.
• Office Tech: Strong proficiency in Microsoft Excel/Google Sheets, Microsoft Word, and email management.
• Attention to Detail: Excellent organizational skills, accuracy in data entry, and numerical comprehension.
• Communication: Clear written and verbal communication skills; ability to interact professionally with vendors, farm workers, and owners.
• Confidentiality: Strict adherence to privacy standards regarding payroll and sensitive financial data.

Preferred (Bonus Points)

• Agricultural Background: Familiarity with farm operations, agricultural accounting terminology, seasonal labor workflows, or piece-rate tracking.
• Bilingual: Proficiency in Spanish (or other local languages common among farm crews) is a strong plus.
• Bookkeeping Credentials: Basic certificate or degree in Accounting, Bookkeeping, or Business Administration.

Physical Requirements & Working Conditions

• Work Environment: Primary duties are conducted in a farm office environment. Occasional trips out to the shop, fields, or packing barn may be required.
• Physical Demands: Sitting for extended periods at a computer screen, light lifting (up to 20–25 lbs) for office supplies or delivery packages.

Pay: From $23.00 per hour

Expected hours: No less than 25.0 per week

Benefits:

• On-site parking

Work Location: In person